Accounts Payable Coordinator

Job Title: Accounts Payable Coordinator

Reports To: Controller

FLSA Status: Non-Exempt, Hourly

Job Type: Full-time, (35hrs./week)

Summary/objective

Managing day-to-day accounts payable functions to ensure invoices are processed accurately, payments are made timely, and vendor accounts are maintained in good standing. This position plays an important role in supporting the organization’s financial operations by maintaining accurate records, reconciling accounts, resolving discrepancies and ensuring compliance with established accounting procedures and internal controls.

The ideal candidate is detail-oriented, organized, dependable and able to manage multiple priorities while maintaining accuracy and meeting deadlines.

Essential functions

• Receive, review, code, and process vendor invoices for accuracy, appropriate approvals, and proper general ledger account allocation.
• Match invoices to purchase orders, receiving documentation and supporting records as applicable.
• Enter invoices into the accounting system and ensure timely processing for payment.
• Prepare and process vendor payments, including checks, ACH and electronic transfers.
• Assist in the preparation of the annual 1099 reporting
• Reconcile vendor statements and resolve outstanding balances, discrepancies and payment inquiries.
• Maintain accurate and up-to-date vendor records, including payment terms and contact information.
• Communicate professionally with vendors and internal departments regarding invoice status, payment questions and discrepancies.
• Monitor statements and follow-up on outstanding invoices
• Assist with year-end closing activities.
• Ensure proper documentation and retention of invoices, payment records and related financial documents.
• Support internal and external audits by providing requested documentation and account details.
• Perform other accounting and administrative duties as assigned.

Qualifications and Requirements

• Associate degree in Accounting, Finance, Business Administration, or a related field preferred. Equivalent work experience may be considered.
• Proficiency in Microsoft Office, particularly Excel.
• Strong attention to detail and organizational skills.

Preferred Qualifications

• Two or more years of accounts payable or general accounting experience.
• Working knowledge of accounts payable processes, including invoice processing and vendor account reconciliation.
• Experience with ERP software.

Competencies

• Accuracy and attention to detail.
• Organization and time management.
• Ability to communicate effectively; strong verbal and written communication skills.
• Problem solving and adaptability.
• Accountability.

Physical Requirements and Work Environment

• Office Setting: Cubicles, open desks, or private offices with access to necessary tools like computers, phones, and office supplies.
• Remote Setting: Working from home or another location with access to virtual communication platforms and necessary technology.

Work authorization/security clearance requirements

Must be authorized to work in the United States. MSMC does not sponsor employment visas at this time.

Benefits

• Medical
• Dental
• Vision
• 403(b) Retirement Plan (Pre-Tax & Roth Options)
• 403(b) Employer Match
• Generous Paid Time Off
• Paid Holidays
• EAP
• Voluntary Life
• Voluntary AD&D
• Voluntary Hospital Insurance
• Voluntary Critical Illness Insurance
• Flexible Spending Accounts – Health, Dependent Care
• College Paid Life Insurance
• College Paid Long Term Disability
• Tuition Remission – Self and Dependents
• Tuition Exchange Program

EEO statement

Mount Saint Mary College is an Equal Opportunity Employer committed to creating an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected characteristic. We actively encourage applications from individuals of all backgrounds, experiences, and perspectives.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Updated 11/2026