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Job Title: Accounts Payable Coordinator Job Description

The Accounts Payable and Purchasing Coordinator manages all aspects of purchasing, vendor relations, and expense tracking while overseeing the accounts payable (AP) function for the organization. This role ensures accurate posting, payment, reconciliation, and analysis of AP activities, while maintaining compliance with organizational policies and regulatory requirements. The position also supports the administrative and finance divisions through effective coordination and reporting.

Responsibilities

+ Code and enter accounts payable invoices into the accounting system.

+ Scan and attach vendor information, invoices, and supporting documentation for each transaction.

+ Generate weekly Aged AP reports and process payments twice weekly or as needed.

+ Reconcile monthly Aged AP reports with the Balance Sheet, addressing variances with the Controller.

+ Maintain AP records in compliance with Massachusetts Comptroller’s Office standards.

+ Respond to vendor inquiries and resolve payment discrepancies.

+ Maintain and update the list of preferred vendors, approved vendors, and Supplier Diversity Supplier vendors, while tracking annual spending.

+ Perform cost analysis and benchmarking to ensure purchases are of the highest quality and value.

+ Review office supply orders and address unusual charges with the Senior Vice President of Finance and Administration (SVPFA).

+ Order and manage supplies, postage, and materials for office and site needs.

+ Track, inventory, and order personal protective equipment (PPE) and related materials.

+ Audit and maintain petty cash policies and procedures and perform biannual petty cash audits to ensure compliance with organizational standards.

+ Prepare and submit 1099 filings in compliance with federal requirements.

+ Provide accounting reports and vendor activity analysis to internal users, as needed.

+ Perform reconciliations of account activity to ensure accuracy and compliance.

+ Provide documentation and reports for audits and regulatory agencies while ensuring compliance with accounting standards.

+ Serve as a backup for accounting clerk duties, including processing AP checks and recording cash receipts.

+ Collaborate with finance staff to propose and implement solutions to accounting challenges.

+ Assist with annual audit preparations and support other finance-related projects as needed.

Essential Skills

+ AP experience with a high volume, including the ability to communicate with vendors over the phone and via email.

+ Proficiency with financial management software systems.

+ Strong reconciliation skills for analyzing account activity.

+ Effective communication skills for interactions with agency personnel, vendors, and auditors.

+ Detail-oriented and capable of managing multiple priorities in a fast-paced environment.

+ Proficiency in Microsoft Office products, especially Excel.

Additional Skills & Qualifications

+ Associate’s degree in business administration, accounting, finance, or a related field required; bachelor’s degree preferred.

+ Minimum 2 years of experience in accounts payable across all phases, with a solid understanding of accounting principles.

+ Demonstrated knowledge of billing accounts payable and purchasing.

+ Knowledge of the relationship between AP, the Balance Sheet, and the General Ledger.

+ Ability to interact effectively with a diverse population and work collaboratively within the organization.

+ Ability to manage complex projects, prioritize and meet deadlines.

Work Environment

This position is based in an office environment with a standard Monday to Friday 37.5-hour work week. You will be joining a large non-profit organization in Berkshire County with a mission-driven focus.

Job Type & Location

This is a Contract to Hire position based out of Pittsfield, Massachusetts.

Pay and Benefits

The pay range for this position is $26.42 - $26.42/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Pittsfield,MA.

Application Deadline

This position is anticipated to close on Sep 24, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.