CAP Tulsa
Position:
Accounts Payable Coordinator Location:
Legacy Plaza, Tulsa, OK Job Id:
722 # of Openings:
1
Job Summary Responsible for performing day‑to‑day functions necessary to administer accounts payable functions, including invoice payment processing, maintaining vendor insurance certificate(s), general ledger coding review, and verification of applicable vendor/contractor agreements. Performs various tasks, including cost allocations for invoices, reconciles general ledger balance sheet accounts, related subsidiary ledgers, new vendor/contractor application review, and database vendor/contractor file management. Performs the role of purchasing card system administrator, including providing purchasing card system maintenance and customer service. Relies on judgment, experience, and initiative to plan and accomplish goals and job functions. Makes non‑routine choices within established precedent, considering objectives, under limited supervision. Performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives.
Responsibilities / Essential Functions
Accurately process and distribute accounts payable checks, ACH payments and vendor paycard payments; verify and review all invoice and payment packets for accuracy, required documents and GL distribution, communicate with internal and external customers to resolve issues related to invoice packets, ensure all necessary documentation is in place for new vendors, assist with invoice GL distribution coding to ensure invoice workflow remains consistent.
Reconcile various general ledger accounts; review and reconcile assigned GL accounts, research and explain account variances, prepare journal entries for posting to the general ledger, and prepare cost allocations for various expenses.
Prepare and file 1099 tax forms by required deadlines; verify year‑end vendor balance information, prepare appropriate state and federal tax forms for timely filing, verify all vendors/contractors have a W‑9 on file, contact vendors/contractors for missing documentation, remain current on IRS 1099 regulations.
Review contractors/vendors for applicable contracts and agreements; work with Legal Services to resolve any concerns.
Perform due diligence procedures for new vendors/contractors; communicate with Purchasing staff regarding new vendor/contractor applications, maintain vendor/contract application document storage, maintain vendor/contractor business category database.
Perform administrator functions of the online paycard payment system; provide customer service to purchasing card holders, monitor and maintain vendor/contractor payments, resolve system issues with service provider.
Process ACH payment batch bank upload files for secondary level approval.
Provide backup support for payroll administrator as needed.
Maintain assigned month‑end and quarterly reports.
Perform other duties as assigned or requested.
Qualifications
High School Diploma or G.E.D. required; Associates Degree preferred.
Minimum of 2 years of prerequisite‑related work experience.
Knowledge / Skills / Abilities
Proven interpersonal relationship skills to maintain effective and satisfactory working relationships with intra‑department and inter‑department staff, vendors, clients, visitors, and contractors.
Ability to follow oral and written instructions, read, interpret, and present information efficiently and effectively.
Accurate audit of records and ensure compliance with written or oral guidelines.
Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.; intermediate MS Office skills, working knowledge of accounting and budgeting practices.
Advanced organizational skills, efficiency and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
Work Location In‑person work and collaboration are required. Employees are expected to physically report to their assigned work site as scheduled by their supervisor. At agency discretion, remote work may be allowed for specified periods of time or a determined percentage of the work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as inclement weather, special projects, or travel. All remote work arrangements are approved on a case‑by‑case basis, focusing first on the business needs of the organization.
Essential Physical & Mental Requirements Work is performed in a normal office environment. Employees are required to stand, stoop, walk, lift, and carry objects throughout daily job performance. Exposure to normal traffic hazards.
Pay Band Code:
12
Apply for this Position
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Accounts Payable Coordinator Location:
Legacy Plaza, Tulsa, OK Job Id:
722 # of Openings:
1
Job Summary Responsible for performing day‑to‑day functions necessary to administer accounts payable functions, including invoice payment processing, maintaining vendor insurance certificate(s), general ledger coding review, and verification of applicable vendor/contractor agreements. Performs various tasks, including cost allocations for invoices, reconciles general ledger balance sheet accounts, related subsidiary ledgers, new vendor/contractor application review, and database vendor/contractor file management. Performs the role of purchasing card system administrator, including providing purchasing card system maintenance and customer service. Relies on judgment, experience, and initiative to plan and accomplish goals and job functions. Makes non‑routine choices within established precedent, considering objectives, under limited supervision. Performs advanced troubleshooting or analysis; uses judgment to select from multiple known alternatives.
Responsibilities / Essential Functions
Accurately process and distribute accounts payable checks, ACH payments and vendor paycard payments; verify and review all invoice and payment packets for accuracy, required documents and GL distribution, communicate with internal and external customers to resolve issues related to invoice packets, ensure all necessary documentation is in place for new vendors, assist with invoice GL distribution coding to ensure invoice workflow remains consistent.
Reconcile various general ledger accounts; review and reconcile assigned GL accounts, research and explain account variances, prepare journal entries for posting to the general ledger, and prepare cost allocations for various expenses.
Prepare and file 1099 tax forms by required deadlines; verify year‑end vendor balance information, prepare appropriate state and federal tax forms for timely filing, verify all vendors/contractors have a W‑9 on file, contact vendors/contractors for missing documentation, remain current on IRS 1099 regulations.
Review contractors/vendors for applicable contracts and agreements; work with Legal Services to resolve any concerns.
Perform due diligence procedures for new vendors/contractors; communicate with Purchasing staff regarding new vendor/contractor applications, maintain vendor/contract application document storage, maintain vendor/contractor business category database.
Perform administrator functions of the online paycard payment system; provide customer service to purchasing card holders, monitor and maintain vendor/contractor payments, resolve system issues with service provider.
Process ACH payment batch bank upload files for secondary level approval.
Provide backup support for payroll administrator as needed.
Maintain assigned month‑end and quarterly reports.
Perform other duties as assigned or requested.
Qualifications
High School Diploma or G.E.D. required; Associates Degree preferred.
Minimum of 2 years of prerequisite‑related work experience.
Knowledge / Skills / Abilities
Proven interpersonal relationship skills to maintain effective and satisfactory working relationships with intra‑department and inter‑department staff, vendors, clients, visitors, and contractors.
Ability to follow oral and written instructions, read, interpret, and present information efficiently and effectively.
Accurate audit of records and ensure compliance with written or oral guidelines.
Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.; intermediate MS Office skills, working knowledge of accounting and budgeting practices.
Advanced organizational skills, efficiency and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
Work Location In‑person work and collaboration are required. Employees are expected to physically report to their assigned work site as scheduled by their supervisor. At agency discretion, remote work may be allowed for specified periods of time or a determined percentage of the work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as inclement weather, special projects, or travel. All remote work arrangements are approved on a case‑by‑case basis, focusing first on the business needs of the organization.
Essential Physical & Mental Requirements Work is performed in a normal office environment. Employees are required to stand, stoop, walk, lift, and carry objects throughout daily job performance. Exposure to normal traffic hazards.
Pay Band Code:
12
Apply for this Position
#J-18808-Ljbffr