Accounts Payable and Procurement Coordinator (Job ID: 2024-3557)

The Brookings Institution - Washington, DC

Full-time - Entry Level

Hybrid - Washington, DC

Educational Services

About the position

Join one of the most influential, most quoted and most trusted think tanks! The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level. We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy. With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors. The Office of Financial Service (OFS) is dedicated to supporting the mission of Brookings by ensuring and enhancing its financial health and promoting financial efficiency and innovation. We accomplish this by safeguarding the institution's assets, stewarding donor contributions and providing quality and client-driven service characterized by professionalism, integrity, reliability, transparency, accountability, expertise, and above all else - respectfulness and fairness. OFS is comprised of Accounting, Financial Planning and Management, Financial Operations and Investments. The Controller's Office manages the functions of General Accounting, Accounts Payable, Payroll, Tax Reporting, Accounts Receivable and Financial Systems. This position is hybrid. Hybrid positions combine regular in-person presence at our Washington, DC office with the option of at least two days of remote work each week.

Responsibilities

• Collaborate with and provide support to staff across Brookings related to procurement and accounts payable processes.
• Provide AP backup for the AP Assistant Director for critical AP processes such as ACH, wire transfers, checks, direct debit and direct deposit.
• Research, analyze and resolve payment and vendor issues.
• Issue, cancel, monitor spend, fraud, and provide support to the Purchasing Card (Pcard) program.
• Answer policy questions and provide guidance related to booking various types of travel - air, rail, car etc.
• Address questions and provide guidance related to creating expense reports for travel and business expenses.
• Provide support related to implementing a Contract Management System and assist with the contract review and signing process.
• Identify opportunities for process improvements and efficiency enhancements within the Accounts Payable and Procurement functions.
• Deliver excellent customer service to all internal and external customers, including timely responses via e-mail and/or telephone as necessary.
• Assist in the Fiscal Year End closing process for AP and Procurement items.
• Support gathering AP and Procurement documentation when requested by Auditors.
• Assist with training across the Institution for procure to pay, vendor management, travel and compliance.
• Ensure compliance of established policies and procedures through the enforcement of appropriate internal controls.
• Support the Procurement and AP Director to build and execute the first supplier diversity program at Brookings.
• Identify potential inclusion opportunities at Brookings, seek out high-potential, high performing diverse businesses, and support the integration of these businesses into the goods and services supply chain.
• Collaborate with research programs and business units to identify and promote utilizing diverse suppliers across the Institution.
• Increase the number of diverse suppliers within Brookings.
• Develop metrics that specify the percentage of diverse suppliers and prove increased diverse supplier spend annually.
• Perform and support a centralized vendor vetting process to prevent Brookings from inadvertently engaging with prohibited individuals or organizations.
• Review required vendor data to assure vendors provide all required information before vendors are approved in Workday.
• Process scheduled and periodic vendor compliance checks.
• Support research programs and business units with vendor management requests and vendor inquiries.

Requirements

• Bachelor's degree or equivalent combination of education and experience required.
• Minimum two years of relevant work experience required.
• Experience in a non-profit setting is preferred.
• Must be authorized to work for any employer in the U.S.
• Demonstrated experience within business relationship development and customer service.
• Strong computer skills and knowledge of the Microsoft Office Suite (advanced Excel, Word and SharePoint skills preferred) and Adobe Pro.
• Strong financial process and systems administration background desired.
• WorkDay financial systems experience with Accounts Payable and Procurement is required.
• Familiarity with project management approaches, tools and phases of the project lifecycle preferred.
• Strong and creative analytical and problem-solving skills.
• Keen attention to detail is essential.
• Ability to work independently; prioritize and manage time to meet deadlines.
• Excellent data visualization, communication, interpersonal and customer-service skills required.
• Ability to communicate effectively with all levels of staff throughout the organization and build relationships across multiple functions and all levels of an organization.
• Demonstrated analytical and problem-solving abilities.
• Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities.
• Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

Benefits

• Comprehensive medical, dental, and vision benefits
• Generous time off
• Workplace flexibility