Full Job Description
Coordinator, Accounts Payable
Title: Coordinator, Accounts Payable
Salary Range: $43.44- $55.27 (hourly for non-exempt)
Classification: Full-time; Non-Exempt; Represented by Protec17
Location: Seattle, WA; In person 3 days a week & eligible for telework
Team Overview
The Finance Division is responsible for KCRHA's financial operations, accounting, funder invoicing, payroll accounting, budgeting, financial reporting, and internal financial controls. Finance works with Programs on documentation and programmatic authorization, and with Operations on procurement and contract administration. Provider performance monitoring and programmatic compliance are managed outside Finance. The team is led by the Director of Finance, with individual contributors responsible for distinct financial processes.
Role Description
The Coordinator, Accounts Payable serves as the primary operational owner of KCRHA's accounts payable process and is responsible for the accurate and timely processing, recording, reconciliation, and documentation of accounts payable transactions, including vendor invoices and approved provider or subrecipient payment requests. The Coordinator maintains AP records, prepares payment batches for authorized review and release, resolves invoice discrepancies, and supports reconciliation, monthly close, audit requests, and internal controls. This is an individual-contributor position reporting to the Director of Finance; it does not supervise staff or independently authorize payments.
Accountabilities
Accounts Payable and Payment Processing
• Receive, review, code, and enter vendor invoices and approved provider/subrecipient payment requests into the appropriate financial systems.
• Confirm required approvals, contract or purchase-order references, supporting documentation, funding codes, and basic mathematical accuracy before processing.
• Coordinate with Programs and Operations to resolve missing documentation, contract discrepancies, and questions about service authorization or procurement compliance. Verify applicable financial requirements, including funding codes, budget authorization, and expenditure documentation, while referring programmatic performance and service eligibility determinations to the responsible team.
• Prepare payment batches, remittance information, and payment documentation for independent review, approval, and disbursement through the applicable Treasury process.
• Track pending and rejected payments; respond promptly to vendor and provider payment inquiries, escalating material or unresolved issues.
Vendor Records and Documentation
• Maintain complete and accurate vendor and payee information, including tax forms and payment details. Ensure changes to vendor banking or payment information are independently verified and approved in accordance with established financial controls before payments are processed.
• Identify potential duplicate invoices, unusual transactions, vendor changes, and payment exceptions and elevate them for review.
• Maintain organized electronic records supporting payment authorization, expense coding, retention requirements, and audit trails.
• Assist with year-end vendor tax reporting, including 1099 preparation, subject to independent review and approval.
Reconciliation and Monthly Close Support
• Reconcile AP subledger activity, outstanding invoices, payment batches, and related expenditure records to the general ledger and applicable grant-management records.
• Prepare AP aging, open-item reports, accrual support, and related schedules for the monthly and annual close.
• Investigate coding and payment discrepancies; prepare proposed corrections or journal-entry support for review and posting by an authorized approver.
• Coordinate with the AR & Invoicing Coordinator and other Finance colleagues to resolve cross-system and funding-allocation differences without duplicating ownership of AR processes.
Financial Controls, Audit, and Service
• Follow documented segregation-of-duties, approval, procurement, records-retention, and financial control requirements; do not approve payments or changes prepared by the same position.
• Maintain current procedures and documentation for accounts payable activities.
• Provide timely, complete supporting records for financial reviews, funder inquiries, internal monitoring, and external audits.
• Help identify recurring processing problems and recommend practical workflow improvements, including NetSuite and Salesforce handoffs.
• Provide responsive, professional service to vendors, service providers, and KCRHA colleagues while protecting confidential financial information.
• Participate in cross-training and provide backup support for other Finance Coordinator functions, including accounts receivable, invoicing, payroll-related accounting, and financial reporting activities, as needed to ensure continuity of operations. Such assignments will be consistent with the position's classification, the employee's training and qualifications, and established financial controls and segregation-of-duties requirements.
Minimum Requirements
• Associate degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and relevant professional experience.
• At least three years of progressively responsible experience in accounts payable, accounting, or financial transaction processing.
• Working knowledge of accounting principles, general ledger coding, account reconciliations, and financial internal controls.
• Experience using accounting or enterprise resource planning (ERP) systems, with strong proficiency in Microsoft Excel.
• Demonstrated ability to review financial transactions for accuracy, completeness, appropriate documentation, and compliance with established policies and procedures.
• Strong organizational skills, attention to detail, and ability to manage recurring deadlines and resolve discrepancies.
• Strong written and verbal communication skills and an ability to work collaboratively with internal departments, vendors, and external partners.
Preferred Qualifications
• Bachelor's degree in Accounting, Finance, or a related field.
• Experience in government, nonprofit, or grant-funded accounting environments.
• Familiarity with governmental accounting practices, federal grant requirements, and expenditure allowability.
• Experience with NetSuite, Salesforce, or comparable financial and grant management systems.
• Experience processing provider or subrecipient payments in a publicly funded environment.
Additional Requirements
• A high level of customer service orientation and attention to detail.
• Ability to provide and accept feedback.
• Proficiency with Microsoft Office, particularly Excel.
• Must be able to lift up to 15 pounds at times.
Benefits
The KCRHA offers a comprehensive benefits package.
Health: Medical, dental, and vision coverage.
Insurance: Group Term Life, Additional Employee + Dependent Life and Long-Term Disability (LTD) coverage.
Retirement: Pension and Deferred Compensations Plan for eligible employees.
Paid Time Off: Unlimited vacation, 96 hours of paid sick and safe leave, 12 official holidays, and 2 personal holidays.
Flexible Spending Account (FSA): Pre-tax savings for eligible medical and dependent care expenses.
Employee Assistance Program (EAP): Confidential support for personal and work-related challenges.
Commuter Benefit: Subsidized ORCA card.
