TITLE: Accounts Payable Coordinator
REPORTS TO: CFO
STATUS: Full-time
START DATE: TBD

POSITION SUMMARY

The Accounts Payable Coordinator provides day-to-day leadership for Progressive's accounts payable and accounts receivable functions, ensuring invoices, reimbursements, and other financial obligations are processed accurately, paid on time, and supported by complete documentation.

Reporting to the CFO, this leader works with vendors, employees, ministry leaders, and administrative staff to verify approvals, apply accurate account coding, resolve discrepancies, and maintain dependable payment schedules. The role safeguards Progressive's resources through consistent internal controls and careful stewardship.

The Accounts Payable Coordinator is responsible for payment processing, vendor records, billing and collections, account reconciliation, reporting, year-end support, and continuous improvement of accounts payable systems and workflows.

CORE OUTCOMES

1. Accurate and timely payment of approved financial obligations

2. Timely billing, collection, and accurate recording of amounts owed to the church

3. Strong controls for approval, coding, documentation, and payment authorization

4. Reliable vendor relationships and prompt resolution of discrepancies

5. Current, organized, and audit-ready accounts payable records

6. Clear visibility into upcoming cash requirements and outstanding liabilities

Key Responsibilities

1) Accounts Payable Operations

• Receive, review, and process vendor invoices, employee reimbursements, and payment requests

• Confirm proper approval, account coding, payment terms, and supporting documentation

• Schedule and execute payment runs in accordance with established deadlines

• Prevent duplicate, unsupported, inaccurate, or late payments

2) Vendor Management

• Establish and maintain accurate vendor records, including tax and payment information

• Respond to vendor inquiries and communicate payment status professionally

• Reconcile vendor statements and resolve invoice, credit, and payment discrepancies

• Verify vendor and banking changes through secure fraud-prevention procedures

• Accounts payable activity includes:

• Vendor invoices

• Employee reimbursements

• Recurring obligations

• Approved ministry and departmental expenses

3) Cash Planning and Payment Execution

• Prepare weekly accounts payable aging and proposed payment schedules

• Coordinate with the CFO to prioritize obligations and anticipate cash needs

• Issue payments by approved methods, including check, ACH, and other electronic platforms

• Safeguard banking credentials, payment information, and financial access

4) Accounts Receivable

• Prepare and issue invoices for facility rentals, program and event fees, and other amounts owed to the church

• Record receipts and deposits accurately and apply payments to the correct accounts

• Monitor accounts receivable aging and follow up on past-due balances professionally

• Reconcile the accounts receivable subledger to the general ledger and resolve discrepancies

• Coordinate with the CFO and ministry leaders on billing questions, credits, and collection or write-off recommendations

5) Reconciliation and Month-End Close

• Reconcile the accounts payable subledger to the general ledger

• Research and resolve outstanding balances, unapplied credits, and payment exceptions

• Support month-end close through accurate cutoffs, accruals, and liability reporting

• Maintain clear documentation for adjustments and reconciliations

6) Internal Controls, Compliance, and Records

• Enforce purchasing, approval, reimbursement, and payment policies

• Maintain complete, orderly, and audit-ready accounts payable documentation

• Collect and maintain required vendor tax forms and support annual Form 1099 reporting

• Support financial audits, reviews, tax filings, and compliance requests

7) Collaboration and Process Improvement

• Train staff and ministry leaders on accounts payable procedures and documentation standards

• Partner with Finance staff to ensure accurate expense classification and reporting

• Maintain and improve accounts payable workflows, systems, and service standards

• Complete special assignments with accuracy, confidentiality, and alignment with leadership direction

• Perform other duties as assigned

REQUIRED QUALIFICATIONS

• Bachelor's degree in accounting, finance, business administration, or a related field, or equivalent professional experience

• Minimum 3 years of accounts payable, accounts receivable, bookkeeping, or general accounting experience

• Working knowledge of general ledger coding, account reconciliation, internal controls, and Form 1099 requirements

• Proficiency with accounting software, electronic payment systems, and Microsoft Excel

• Strong attention to detail, organization, confidentiality, and deadline management

• Alignment with the mission, vision, and values of Progressive Baptist Church.

PREFERRED QUALIFICATIONS

• Experience managing accounts payable and receivable in a church, nonprofit, or multi-department organization

• Experience with high-volume invoice processing, electronic payments, and expense management systems

• Experience supporting month-end close, financial audits, and year-end reporting

PREFERRED LEADERSHIP PROFILE

• The ideal candidate will demonstrate:

• Integrity, discretion, and a strong stewardship mindset

• Exceptional attention to detail and commitment to accuracy

• Proactive communication and dependable follow-through

• Calm, organized performance under deadlines

• A service-minded approach while consistently upholding financial controls

SUGGESTED SPIRITUAL GIFT MIX

While not prescriptive, the following gifts would strengthen effectiveness in this role:

• Administration - organizing financial processes and records effectively.

• Service - supporting the ministry of the Church through reliable financial operations.

• Helps - enabling staff and ministry leaders to fulfill their responsibilities effectively.

• Wisdom - applying sound judgment to financial questions and payment decisions.

• Leadership - guiding processes and people toward consistent, accountable outcomes.

FIRST-YEAR PERFORMANCE PRIORITIES

• Assess and document the full accounts payable workflow from invoice receipt through payment

• Establish a consistent payment calendar, approval process, and documentation standard

• Review and strengthen vendor records, tax documentation, and fraud-prevention procedures

• Implement a reliable reconciliation and reporting rhythm for month-end close

• Establish a consistent invoicing, collection follow-up, and accounts receivable aging review process

• Reduce aged items, late payments, duplicate invoices, and preventable processing exceptions