AP/AR Coordinator

Community Place Of Greater Rochester - Rochester, NY

Full-time

Rochester, NY

Social Assistance

About the position

The AP/AR Coordinator will work under the supervision of the Chief Financial Officer (CFO) and will be primarily responsible for managing accounts payable and accounts receivable functions within the Finance Department. This role involves a variety of administrative duties that are essential for the smooth operation of the department. The coordinator will maintain vendor files, process invoices, and ensure timely payments to vendors while also managing incoming payments and reconciling accounts. The position requires a high level of attention to detail and accuracy, as the coordinator will be responsible for generating annual 1099 forms, maintaining petty cash, and reconciling corporate credit cards. Additionally, the coordinator will assist with payroll processing and ensure that all financial records are accurately maintained and reported. The AP/AR Coordinator will also be responsible for monitoring and responding to vendor inquiries, making bank deposits, and distributing payroll for both agencies. The role requires effective communication skills to interact with employees and external parties, as well as the ability to prioritize tasks and manage time effectively to meet deadlines. The coordinator will be expected to travel to various locations, including banks and post offices, using reliable transportation options. This position is crucial for maintaining the financial integrity of the organization and ensuring that all financial transactions are processed efficiently and accurately.

Responsibilities

• Maintain A/P vendor files including W-9 requests and Medicaid exclusion database.
• Enter invoices and check requests into Fund EZ for weekly accounts payable check runs; print checks to distribute and/or mail.
• Reconcile monthly vendor statements, corresponding with vendors as needed.
• Monitor and respond to calls from vendors.
• Generate annual 1099 miscellaneous forms.
• Maintain and reconcile petty cash.
• Maintain store credit cards and logs for each card.
• Reconcile corporate credit cards and ensure appropriate journal entries are made to the general ledger.
• Assist with processing payroll bi-weekly for both agencies using Paycor software.
• Assist with collecting, processing, and reviewing timesheets and mileage forms for both agencies.
• Distribute payroll for both agencies.
• Make bank deposits and/or post office runs.
• Enter cash receipts into Fund EZ software.
• Assist with preparing various vouchers: sales tax vouchers and program expense vouchers as needed.
• Monitor and report usage of copiers and postage for all locations monthly.
• Sort and distribute weekly ordering of office and program supplies.
• Log and maintain company inventory.
• Assist with processing Aging Services timesheets every other week as needed.
• Other job duties, as assigned.

Requirements

• Associate Degree in accounting or business administration plus one (1) years' experience working in an office setting OR a high school diploma and three (3) years' experience in an accounting environment.
• Strong attention to detail and accuracy in data entry and calculations.
• Proficient in Microsoft Office and other relevant software.
• Ability to prioritize tasks and manage time effectively to meet deadlines.
• Effective communication skills, both verbal and written, for interacting with employees and external parties.
• Ability to independently travel to various destinations such as the bank, post office, and other company locations using reliable transportation options.