Accounts Payable Coordinator

Summary:

Overview

The Accounts Payable Coordinator assists the Accounts Payable Manager and works hand in hand with the Senior Accounts Payable Coordinator in processing supplier invoices. The Accounts Payable Coordinator is responsible for the accurate and timely processing of all invoices in accordance with ASPCA’s policies and procedures. This position will also assist with reconciliations, system improvements, and month-end close activities to ensure the integrity of the Accounts Payable function. He/she must be able to work as a team in a diverse cultural environment and be committed to improving the lives of animals.

Who We Are

The ASPCA Finance Department provides the financial services necessary to support the program operations and our life-saving work for animals. The Finance Team has a collaborative working environment that encourages innovative thinking, continuous learning and active participation in program activities.

What You’ll Do

• The Accounts Payable Coordinator reports directly to the Manager, Accounts Payable and has no direct reports.

Where and When You’ll Work

• If the position is on-site : This position is an on-site role and reports to New York, 8th Avenue ASPCA location.

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary ranges for this role are set forth below and may be modified in the future.

The target hiring range for this role is $27.41 - $28.85 per hour.

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage , including medical, employer-paid dental, and optional vision coverage.

• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.

• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.

• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

Responsibilities:

Responsibilities

 

Responsibility buckets are listed in general order of importance, and include but are not limited to:

 

Supplier Invoice Processing

• Verify the validity, accuracy and completeness of all supplier invoices and credit memos .

• Ensures all payment requests include proper supporting documentation, correct account coding, and required approvals.

• Review invoices for appropriate General Ledger coding and classification (i.e. fixed asset, work-in-progress, prepaid expense, service contracts) and ensure proper accounting period application.

• Process purchase order related invoices.

• Review and update of invoice allocations to the various cost centers and updating allocations based on updated information.

• Enter invoices into Workday accurately and in a timely manner.

• Process, review and validate invoices captured through OCR technology, ensuring accurate data extraction, correcting exceptions, and routing invoices through the appropriate approval workflow.

• Processes invoices for payment in accordance with vendor payment terms, taking advantage of all purchase discounts.

• Utilize AP automation tools to improve efficiency, accuracy, and workflow consistency.

• Ensure adherence to company policies and approval workflows.

 

Miscellaneous Payments

• Handles special check requests as required.

• Creates refund request as Miscellaneous payment category in Workday

• Maintain and monitor miscellaneous payees to prevent duplication and convert payees to suppliers when appropriate.

 

Customer Service & Vendor Relations

• Research supplier accounts and respond promptly to vendor inquiries while maintaining a positive relationship.

• Provide AP documentation and support to internal departments upon request.

• Collaborate with Procurement to resolve purchase order and invoice discrepancies.

• Resolve returned payments as requested by Treasury Specialist.

• Support self-service users by troubleshooting invoice issues and ensuring smooth processing.

 

Supplier Statement Reconciliation

• Reconcile supplier statements to the Accounts Payable supplier payment history and resolve outstanding balances or discrepancies.

• Assist Accounts Payable Manager in identifying and resolving account variances through documentation review and follow-up.

 

Special Projects & System Support

• Participate in system upgrades, testing and implementation initiatives.

• Support process improvement efforts to enhance Accounts Payable efficiency and accuracy.

• Perform additional duties and projects as assigned by the manager.

• Assist Accounts Payable Manager to print check payments, secure check signatures and mail or deliver to appropriate department.

• Assist in monitoring draft invoices in Workday to prevent overdue payments and to maintain the integrity of Workday.

 

 

Qualifications

• Knowledge of Accounts Payable procedures in a computerized environment.

• Understanding of the importance of proper documentation.

• Strong mathematical and computational skills.

• Proficiency in Microsoft Office Excel and Word preferred.

• Experience with Workday in a professional environment a plus.

• Effective oral and written communication skills, including the ability to clearly express thoughts to others and exchange information.

• Ability to establish and maintain effective working relationships.

• Must be detail-oriented and be able to work in a meticulous, thorough and detailed manner.

• Ability to work in a fast paced environment.

• Ability to handle highly sensitive information and maintain strict confidentiality.

• Ability to provide kind and courteous customer service

• Ability to exemplify ASPCA’s core values, behavioral competencies, and commitment to diversity, equity, and inclusion.

 

 

Language

• English

Education and Work Experience

 

• Associate or Bachelor’s degree in accounting or equivalent work experience

• At least 2-5 years of accounts payable experience is required.

Qualifications:

See above for qualifications details.

Language:

English (Required)

Education and Work Experience:

Associates: Accounting, Bachelors: Accounting

Our EEO Policy:
The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Your Employee Rights Under the Family and Medical Leave Act:
Pursuant to regulations of the Family and Medical Leave Act (FMLA), we provide this notice to applicants about eligible employees’ protected leave for certain reasons. Click on the link to learn more.

Applicants that are residents of Colorado and Oregon: Per CO Senate Bill 23-058 and ORS 659A.030, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries through completion of the initial interview. We can require/request additional application materials; if those materials contain any age-related information, an applicant should redact the information before submitting an initial employment application.

Indiana Applicants: Pursuant to Indiana law, we are providing notice that it is an unlawful employment practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by: (1) refusing to employ an applicant for employment on the basis that the applicant is a veteran of the armed forces of the United States; or (2) refusing to employ an applicant for employment on the basis that the applicant is a member of the Indiana National Guard or a member of a reserve component. Should you feel that you were a victim of discrimination on the basis of veteran status, please let us know at [email protected]. Alternatively, you can file a complaint with the following agencies at any time: Indiana Civil Rights Commission (ICRC) 100 North Senate Avenue, Room N103, Indianapolis, IN 46204; Office: (317) 232-2600 | Toll Free: (800) 628-2909; Hearing Impaired: (800) 743-3333 | Fax: (317) 232-6580; E-mail: [email protected] | Website: Equal Employment Opportunity Commission - Indianapolis Field Office; 115 W. Washington Street South Tower Suite 600; Indianapolis, IN 46204; Phone: 463-999-1240; Fax: 317-226-7953; TTY: 1-800-669-6820;ASL Video Phone: 844-234-5122.

Massachusetts Applicants: Per Massachusetts law, we are providing notice that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Philadelphia Applicants: You may view your rights under the Fair Criminal Record Screening Standards Act here .