Accounts Payable Coordinator

CRISIS CENTER OF TAMPA BAY

POSITION DESCRIPTION – Accounts Payable Coordinator

Position Details

Job Status: Full-Time, Non-Exempt

Reports to: Controller

Department: Finance

Position Summary

The Crisis Center of Tampa Bay brings help, hope, and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems. The primary responsibility of the Accounts Payable Coordinator is to manage the end-to-end Accounts Payable process in a nonprofit healthcare environment with approximately 26 government grants and extensive contractor activity. Invoices are received via email, routed for email approval, coded and entered manually into Sage Intacct, and paid via ACH and check on a weekly schedule. The Accounts Payable Coordinator reports to the Controller and, in his/her absence, the CFO.

Strategic/Transformational Duties and Responsibilities

• Provide timely and accurate payments of goods and services to ensure daily operations of the Agency. Stakeholder communication is essential.
• Participates in the performance quality improvement (PQI) process and uses data to improve services and outcomes.
• Document AP workflows and control points; identify bottlenecks and recommend improvements.
• Prepare for AP automation next fiscal year (invoice capture, approval workflows, vendor portal, ACH automation); support selection and implementation.

Transactional/Administrative Duties and Responsibilities

• Monitor the AP inbox; intake, validate, and organize vendor invoices received via email.
• Route invoices to appropriate managers for email approval; track status and follow up to avoid delays; maintain audit-ready approval trails.
• Verify vendor setup (W-9/1099 status), contract terms, and required documentation; maintain vendor database and payment files.
• Code invoices to correct GL accounts and Sage Intacct dimensions (grant/program/department/cost center); ensure allowability and grant period compliance.
• Enter vendor bills manually in Sage Intacct; attach supporting documentation.
• Prepare and execute weekly ACH and check payment runs; manage remittances and mailing; uphold segregation of duties and approval thresholds.
• Schedule invoices for payment to meet terms and cash timing; resolve payment exceptions and vendor issues.
• Maintain AP aging; reconcile AP subledger to the GL; support month-end close (cut-off, accruals, prepaids).
• Provide reports and information necessary for management review; support grant reporting packages and expenditure support.
• Ensure accuracy and timely disbursement of all 1099s and related reports for the Agency; collect and maintain W-9s.
• Audit petty cash expenditures monthly.
• Knowledge and compliance with HIPAA regulations.
• Distribute mail, accept and distribute record requests; oversight of postage meter.
• Change Readiness – Supports process improvement and AP automation initiatives.
• Process Discipline & Controls – Maintains audit-ready documentation; upholds segregation of duties and approval thresholds.
• Perform and assist in other duties as assigned by the supervisor, which the Coordinator has been trained for.

Required Competencies

• Cooperation/Teamwork - Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develop effective working relationships.
• Engaging Communication - Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External) - Recognizes and attends to important details with accuracy and efficiency; responds to requests in a timely manner; proactively identifies customer needs.
• Adaptability - Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast-paced environment. Is reliable, dependable and results oriented. Maintains productivity and composure under pressure. Effectively prioritizes work and establishes clear goals and plans.
• Problem Solving - Views problems as opportunities to create new solutions. Anticipates potential problems and analyzes alternative solutions.
• Judgment - Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Valuing & Fostering Diversity - Demonstrates respect for individual differences and establishing a climate where all people can be comfortable and productive through sensitivity, empathy, and acceptance of cultural, racial, mental health, and socio-economic diversity.
• Self-Management – Takes responsibility for one’s behavior and well-being; Works effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast-paced environment and needs minimal supervision; Exhibits a professional demeanor.

Education and Experience

• Associate Degree in Business or related field preferred.
• 3 years of work experience in the accounting field with a degree; or 6 years of work experience with accounts payable in lieu of a degree.
• Proficiency with Sage Intacct (AP module, dimensions, vendor bills, payment runs) required
• Proven experience in using Windows and Microsoft Office software, including Excel and Word, and working knowledge of PDFs, is required.
• Strong written and verbal communication, collaborative teamwork, and relationship-building required.
• Understanding of GAAP principles; grant-related coding, allowability, and documentation; contractor payments and 1099 compliance preferred.

Knowledge, Skills, and Abilities

• Knowledge of accounting reports preparation procedures and requirements.
• Knowledge of generally accepted accounting principles and procedures.
• Knowledge of organizational processes, documentation standards, and effective workplace communication.
• Ability to work effectively with others in the organization.
• Ability to plan and organize work for self and others.
• Ability to work independently, meticulously, and accurately.
• Ability to work meticulously and accurately, and analyze data
• Ability to manage responsibilities dependably and meet deadlines

Physical Demands/Working Conditions

Physical Requirement: Must have ability to lift and carry up to 15 lbs. Employee must be able to sit, climb or balance, hear, use hands, taste/smell, stoop, kneel, crouch, crawl, stand, walk, talk, and reach with hands and arms. Specific vision abilities required by the job include close vision and the ability to adjust focus. Ability to sit for long periods of time.

Working Conditions: Duties are performed primarily in an office setting. Operates computer and standard office equipment such as telephone and copier/printer. Work is performed mainly indoors. The noise level in the work environment is usually moderate.

Travel: Minimal.

Hours: Monday-Friday, 40 hours per week; typically, 8:00am – 5:00pm.

This job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give a general sense of the responsibilities and expectations of this position. As the nature of business demands change so, too, may the essential functions of this position.

CCTB is committed to a policy of equal employment opportunity and affirmative action for our applicants and employees. It is our policy to apply recruiting, hiring, training, promotion, compensation, and professional development practices without regard to actual or perceived race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability or certain classifications based on genetic information, marital status, or any other characteristic protected by federal, state, or local laws, regulations or ordinances. Level II background check required