Ministry Function

The Accounts Payable Coordinator supports the ministry of Convoy of Hope by providing operational support within all areas of the Finance Division, accurately recording and expediently processing payments for all invoices.

Essential Duties & Responsibilities

1. Reviews invoices, reimbursements, expense reports, and capital requests for correct coding and calculations, supporting documentation, and appropriate approval and authorization.
2. Reviews documents submitted to Accounts Payable for compliance to expense policies and follow up.
3. Performs data entry related to accounts payable into the accounting system.
4. Ensures all received invoices are processed and ran according to weekly deadlines.
5. Performs the check disbursement process by matching checks with invoices, including the mailing of checks with proper remittance advices.
6. Consistently monitors the Accounts Payable email inbox and responds timely to inquiries and requests.
7. Performs detailed reviews and timely data entry of transportation reports to ensure accuracy, compliance, and completeness.
8. Follows up with the Transportation department to resolve issues as needed.
9. Performs Finance-related filing, including paid invoices, employee expense reports, credit card reports, and other accounts-payable-related files on an ongoing basis to meet end of week filing deadline.
10. Maintains electronic vendor files in the accounting system to include all paid invoices.
11. Ensures all related vendor documents are electronically captured in the vendor profile.
12. Holds responsibility for the timely acquisition and retention of W-9 forms, W-8Ben forms, contracts, agreements, OFAC checks, IRS TIN Match, and other documents.
13. Communicates with vendors and employees related to outstanding invoices, reports, questions, and inquiries.
14. Consistently works with an Accounts Payable Compliance Specialist to ensure all employee reimbursement and credit card reports are reviewed and processed under weekly and monthly deadlines.
    1. Reviews all reimbursement requests submitted to Accounts Payable for compliance to expense policies within the same week of receiving the report. Follows up with employees to resolve issues.
    2. Reviews monthly credit card reports in detail to ensure accuracy, compliance, and completeness. Follows up with employees in the same month that the report is received to resolve issues.
    3. Reviews cash advance reports in detail to ensure accuracy, compliance, and completeness. Follows up with employees to resolve issues.
15. Acts as backup in the completion and submission of credit applications to prospective vendors.
16. Fulfills all other duties as assigned.

Required Knowledge, Skills & Abilities

1. An associates degree in business or a related field is preferred, and a high school diploma or equivalent is required.
2. Two or more years of finance, administrative, or management experience is required.
3. Two or more years of accounts payable or similar data entry experience is required.
4. Can key data quickly and accurately with strong attention to detail.
5. Demonstrates strong communication skills to follow up with Convoy of Hope personnel at all levels, and to bring resolution to outstanding AP and coding-related questions.
6. Displays strong organization skills with the ability to efficiently multitask.
7. Positively contributes to team projects and cooperates with all team members.
8. Exhibits experience working with Microsoft Office programming.
9. Maintains a professional and positive working relationship with vendors, volunteers, donors, and fellow team members.
10. Arrives to work on time with predictable attendance.
11. Maintains a positive attitude at all times.
12. Demonstrates strong problem-solving skills, and can remain calm under pressure and maintain tact in difficult situations.
13. Demonstrates excellent written, oral, interpersonal, and computer skills.
14. Accurately follows verbal directions and written processes.
15. Serves as an advocate for the ministry, striving to nurture, broaden, and develop financial and other resource opportunities to support and expand organizational and program ministry.
16. Positively represents the ministry of Convoy of Hope, including its mission statement and core values, to all outside constituencies.
17. As a Christian organization, Convoy of Hope believes it is critical that team members embrace the organization's religious purposes for which it exists, and not only agree with its Statement of Faith but demonstrate it in their lives on an ongoing basis.

Supervisory Responsibilities

This position has no direct supervisory responsibilities at this time.