Accounts Payable Coordinator

Our Mission

YMCA Buffalo Niagara is a charitable, community-based organization committed to providing programs designed to build a healthy spirit, mind, and body for all.

Full-Time Compensation & Benefits Highlights

The following comprehensive benefits package is offered to full-time employees and is designed to support your health, financial security, and career growth:

• Free health insurance
• Employer-paid group term life insurance (1x annual salary)
• Employer-paid long-term disability coverage
• Employee Assistance Program (EAP) through Child & Family Services
• A variety of voluntary benefit options

Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403(b) plan, with a generous 12% employer-paid contribution after eligibility requirements are met.

Our comprehensive paid time off program includes personal time off, holidays, and sick leave.

Staff receive a complimentary YMCA Buffalo Niagara membership and program discounts.

Additional benefits include ongoing training, an extensive leadership development program, and opportunities for career advancement.

POSITION SUMMARY:

The Accounts Payable Coordinator is responsible for the coordination of all accounts payable functions and activities for the organization. This position performs extensive account analysis, reconciliation, and reporting functions. The incumbent will be scheduled to work Monday - Friday, 8:30 am - 5:00 pm.

ESSENTIAL FUNCTIONS:

Accounts Payable Processing

• Review, code, and process invoices and payment requests for accuracy, appropriate approvals, and proper general ledger coding.
• Enter invoices and related transactions into the accounting system accurately and timely.
• Coordinate the weekly accounts payable process and ensure payments are processed according to established schedules.
• Verify supporting documentation and approvals prior to payment.
• Monitor outstanding invoices and follow up on missing documentation or approvals.
• Process employee reimbursements and other approved payment requests.
• Maintain accurate electronic and/or paper records of accounts payable transactions.

Vendor Management

• Maintain accurate vendor information and documentation within the accounting system.
• Respond to vendor inquiries regarding invoices, payments, account balances, and payment status.
• Investigate and resolve invoice discrepancies and payment issues.
• Coordinate with departments and vendors to resolve pricing, duplicate invoice, credit, and other discrepancies.
• Complete vendor setup and ensure required documentation is obtained and maintained.

Reconciliations & Financial Support

• Reconcile vendor statements and accounts payable records.
• Research and resolve discrepancies between vendor statements, invoices, and accounting records.
• Prepare and review JEs to record expenses for goods and services received that are pending invoice.
• Investigate and resolve invoices accrued that are pending invoices.
• Assist with monthly account reconciliations and month-end closing activities.
• Prepare AP reports and other financial reports as requested.
• Assist with maintaining accurate general ledger coding and documentation.
• Support the Controller and Finance team with audits and other financial reporting requirements.

Compliance & Internal Controls

• Follow established accounts payable procedures and internal controls.
•  Complete annual 1099 preparation and reporting.
• Maintain appropriate documentation for audit and record-retention purposes.
• Ensure payments are made in accordance with organizational policies and established authorization procedures.
• Protect confidential financial and vendor information.

Customer Service & Collaboration

• Provide responsive and professional service to employees, managers, vendors, and other internal and external customers.
• Communicate effectively with department leaders regarding invoice status, coding, approvals, and payment issues.
• Educate staff on accounts payable procedures and documentation requirements.
• Work collaboratively with Finance team members to improve processes and resolve issues.

Process Improvement

• Identify opportunities to improve the efficiency, accuracy, and timeliness of accounts payable processes with an emphasis on technological integration.
• Assist with implementation and improvement of electronic invoice processing and payment systems.
• Develop and maintain procedures, checklists, and other resources related to accounts payable.
• Recommend improvements to internal controls and workflow processes.
• Review current AP processes for ways to use AI and other technologies to gain process improvements, efficiency and effectiveness. 

Other Duties

• Perform other duties and special projects as assigned.
• Actively ensure the safety and well-being of all children by adhering to YMCA Buffalo Niagara’s Youth Protection Policies. Recognize, respond to, and immediately report any suspected abuse, policy violations, or safety concerns.

QUALIFICATIONS:

• Associate degree in Accounting, Finance, Business Administration, or a related field, or equivalent combination of education and work experience.
• 2–4 years of accounts payable or related accounting experience.
• Demonstrated knowledge of accounts payable processes and accounting principles.
• Strong attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office, particularly Excel.
• Experience with Key Total Invoice & Pay and Daxko ERP system is preferred.
• Strong communication and customer service skills.
• Ability to maintain confidentiality of financial and organizational information.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:
This is an on-site position in a corporate office work environment. 

The physical demands that are described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to successfully perform the essential functions.

Responsibilities may require a flexible work schedule and travel to various locations. While performing the duties of the job, the employee is regularly required to: walk, stand, climb stairs, sit, listen, speak, have finger dexterity, hear and have visual acuity. May need to lift, push, and pull.

YMCA Buffalo Niagara is an Equal Opportunity Employer.