Accounts Payable Coordinator

Description

Position Summary:

The Accounts Payable Coordinator is responsible for managing the full cycle of accounts payable processes in a timely, accurate, and organized manner. This role plays a critical part in ensuring the financial integrity of the Rock Church through proper handling of vendor payments, reconciliation, and compliance with internal controls and procedures. The ideal candidate is detail-oriented, highly organized, and committed to supporting the church’s mission through excellence in financial stewardship. The Accounts Payable Coordinator also provides direct support to the Controller/CFO and assists with month-end and year-end closing activities, reporting, and special projects as needed.

Essential Duties and Responsibilities:

Accounts Payable Operations

• Process invoices accurately and in a timely manner in accordance with the church's financial policies and vendor payment terms.
• Verify proper approval and coding of invoices before entry.
• Ensure the completeness and accuracy of supporting documentation for all disbursements.
• Maintain vendor files and manage communications with vendors, ensuring that inquiries are addressed promptly and professionally.
• Prepare and process weekly check runs, ACH payments, and credit card payments.

Credit Card Reconciliation

• Review, track, and reconcile monthly credit card transactions for all cardholders.
• Ensure compliance with church credit card policies, including receipt matching and timely submission of documentation.
• Assist cardholders with questions and follow up on missing or incomplete data.

Month-End / Year-End Close

• Assist in month-end closing processes, including AP accruals, journal entries, and reconciliations.
• Assist with year-end preparation of 1099 forms, ensuring accurate reporting and timely submission to the IRS.
• Reconcile AP sub-ledger to the general ledger on a monthly basis.

Compliance and Process Improvement

• Ensure adherence to internal controls and financial procedures related to accounts payable.
• Identify and recommend process improvements to enhance efficiency and accuracy.
• Maintain confidentiality and exercise sound judgment in handling sensitive financial information.

Support and Collaboration

• Provide accounting and administrative support to the Controller/CFO as needed.
• Collaborate with ministries and departments to resolve AP-related issues and ensure smooth financial operations.
• Assist in special projects, audits, and reporting as requested.

Requirements

Job-related Qualifications:

Education, Training, and Experience

• An associate’s or Bachelor’s degree in Accounting, Finance, or a related field is preferred.
• Minimum of 2–3 years of experience in accounts payable or general accounting.
• Experience in a church or nonprofit setting is a plus.
• Familiarity with accounting software and ERP systems; knowledge of QuickBooks is required.

Job Skills, Knowledge, Abilities

• Strong attention to detail and a high level of accuracy in data entry and reconciliation.
• Excellent organizational and time management skills.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency in Microsoft Excel and Office Suite.

Organizational and Spiritual Requirements:

• Member of the Rock Church (or willing to transfer membership to the Rock Church).
• Demonstrate Christ-centered behavior at all times by treating people with dignity, respect, compassion, and integrity.
• Utilize the principles of Matthew 18 and Ephesians 4:15 to resolve differences of opinion with others. 
• Successful completion of a thorough pre-employment references and background checks, which includes: social security verification, Local, State, & Federal criminal conviction records search, national security database, and sex offender registry.
• Attend all mandatory meetings and events. This includes serving at Good Friday, Easter, and Christmas services as well as the annual volunteer appreciation event.
• Regular involvement in Rock Church activities, ministries, and events.
• Tithe 10% to the Rock Church.
• Signed acknowledgment of the Rock’s Statement of Faith.
• Ability to interpret and adhere to the Rock’s policies, procedures, and employee handbook. 
• Be self-motivated and goal-oriented, use good judgment, and be flexible and innovative.
• Professional attitude and demeanor.

Physical Requirements:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Must be able to work independently, communicate effectively, and lift up to 25lbs (with or without assistance). This position also may require long periods of sitting, standing, walking, and hand/eye coordination for keyboard data entry and viewing data on a computer monitor. External and internal applicants, as well as position incumbents who are or become disabled, as defined under the American with Disabilities Act, must be able to perform the Essential Job Functions either unaided or with assistance of a “reasonable accommodation”, if such is determined, on a case-by-case basis.

Employment At-Will:

Employment at the Rock Church and Academy is “At-Will,” meaning either the Rock or the employee may terminate the employment relationship at anytime, for any reason, with or without advance notice.

Nothing contained in this job description or any other communication (written or verbal) the employee received is intended to be, nor should it be, construed as a guarantee that employment or that any benefit will be continued for any period of time. Compensation information provided to an employee, whether stated in hourly, bi-monthly, annual, or other terms, is not intended nor does it constitute an employment contract or agreement for any specific period of time.

No manager, supervisor, or employee of the Rock Church and Academy has any authority to enter into any agreement for employment for any specified period of time or to make any agreement for employment other than at-will.