Accounts Payable & Accounting Coordinator

Job Description: JOB SUMMARY

The Accounts Payable & Accounting Coordinator is responsible for the daily administration of all Accounts Payable (AP) processes as well as other accounting, general ledger, and light front office duties. This position ensures payments are completed and expenses are controlled by processing, verifying, and reconciling vendor invoices and employee expense reports according to established policies, and procedures all in a timely and accurate manner. Additional responsibilities include monitoring the outflow of capital for the organization.



RESPONSIBILITIES AND DUTIES



Processes and reviews vendor invoices for appropriate approval and documentation and assigns expenses to the correct general ledger account.



Reconciles and processes contractor billing.



Initiates the printing of both scheduled and manual check runs. Verifies that copies of each invoice have appropriate approvals and back-up and are filed appropriately.



Maintains vendor setup for W9 compliance and validates Federal Tax ID numbers, as required. Ensures collection of W9’s for all vendors and notes potential “1099” vendors. Owns year end 1099 processing and timely distribution of statements.



Oversees the company credit card program. Adds/deletes cards for employees as needed. Reports fraudulent charges and disputes erroneous charges as they come up.



Reconciles company Visa and verifies employee expense reports are turned in for Visa charges.



Oversees company fuel cards for each branch office.



Processes employee expense reports and assigns expenses to the correct general ledger account.



Research employee receivable and expense account balances and determines appropriate resolution. Creates adjusting journal entries relating to employee receivables and expense accounts for review by the Sr Accountant.



Monitors and initiates proper renewals of state business and engineering licenses. Research licensing requirements in states in which we are not already doing business and applies independent judgment to make recommendations to the Sr Accountant.



Provides support for light front office duties, as needed. May address incoming calls, greet onsite visitors, manage postage and mailing, distribute incoming mail, and facilitate vehicle checkout/check-in processes for the Bellingham office.



Processes AR remittances and bank deposits.



Handles confidential information and may provide occasional administrative support for meetings and event planning for the President and CEO, Chief Financial Officer and/or Controller.



Follows Anvil’s safety policies as outlined in the Anvil Safety Manual.



Provides analysis on other projects as required.



Performs other duties as assigned.



REQUIRED SKILLS AND ABILITIES



Working knowledge of accounting.



Must be reliable and extremely trustworthy.



Proficiency in MS Office preferred with excellent keyboarding skills.



Proficiency in accounting software system.



Excellent customer service skills to interact with internal staff and external clients in a positive and courteous manner.



Excellent organizational and time management skills with a proven ability to prioritize tasks in a fast-paced environment.



Analytical abilities and aptitude in problem-solving.



Demonstrated ability to follow-through on designated tasks in an independent, accurate, and timely manner. Ability to consistently meet all deadlines.



Ability to work with sensitive documents and materials while maintaining a high level of confidentiality.



Ability to maintain meticulous records.



Dependable, punctual, and ability to work well independently and in a team environment.



EDUCATION AND EXPERIENCE



Associate Degree in Business or Accounting preferred.



2 years of accounting experience.



PHYSICAL REQUIREMENTS



Able to sit/stand, type, perform computer work, and answer incoming calls for long periods of time.



Frequent use of hands/fingers for computer entry.



Able to perform occasional bending, lifting, and reaching.