A/P Coordinator

Job Description:

JOB PURPOSE:

Primary responsibility for accounts payable system including new vendor setup and maintenance, matching purchase orders with packing slips, and entering invoices to ensure that Alphia is making correct payments for all products and supplies.  Includes check writing and maintaining accurate sales and use tax records for compliance with all state and federal regulations.

DESCRIPTION OF ESSENTIAL DUTIES:

• Maintain vendor files on computer and paper files.
• Review all incoming bills and invoices for accuracy.
• Match invoices to purchase orders and receivers.  Locate missing information as needed.
• Check purchase order requisitions against budget codes to ensure accurate costing of all purchase orders.  Verify manager approval before payment of invoice.
• Receive purchase orders and enter statements into accounting system.
• Calculate and pay appropriate state sales tax.
• Complete weekly accounts payable check run.  Manage accounts payable to take advantage of discount terms when available. 
• Timely payment of bills as to not incur finance charges.
• File paid invoices and documentation as needed.
• Print month-end accounts payable reports and balance accounts payable to General Ledger.
• Complete spreadsheet for utility usage monthly.
• Backup position for front desk and telephone system during breaks and absences, as directed by AP Manager.
• All other duties as assigned.

QUALIFICATION REQUIREMENTS: (To perform this job successfully, and individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required).

• Education: High School Diploma Required. Two-year college degree in related field preferred.  May substitute experience in accounting for education on a year-for-year basis.

• Experience: Two years prior accounting experience desirable.  Preference will be given to those with applicable experience.

• Basic working knowledge of Microsoft Excel required.

• Willing to work in a team environment and contribute to group goals
• Excellent communication skills
• Ability to receive and provide instructions in a positive manner
• Ability to multi-task.

PHYSICAL DEMANDS: (The physical demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.  The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “occasionally” means up to 25% of working time, “regularly” means between 26 and 75% of working time, and “frequently” means 76% and more of working time.)

The employee is required to talk and hear. The employee is frequently required to sit and use their hands and fingers, to handle or feel, to manipulate keys on a keyboard and view data on a computer screen.  The employee is occasionally required to stand, climb stairs, walk, reach with arms and hands.  Vision abilities required by this job include close vision.

WORK ENVIRONMENT: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions).

Normal amount of overtime or extended work hours required.  Moderate noise (examples: business office with computers and printers, light traffic, plant background noise).  The job is performed under a generally hazard free environment.

The above statements reflect the general details necessary to describe the principle functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

Alphia is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.