Job No. 157184
- Job Title:
- Accounts Payable Coordinator
- Employer:
-
Howard Community College
- Location:
-
Columbia , MD
- Posting Date:
- 02-Dec-2025
- Description:
-
Summary
The Accounts Payable Coordinator is responsible for supporting the daily operations of the Accounts Payable (AP) Office by accurately processing invoices, employee reimbursements, and vendor communications. The coordinator manages the AP shared inbox, scans and routes incoming mail, processes Verizon invoices, and ensures documentation is complete and properly stored. The position assists the Accounting Manager and AP team by maintaining timely workflow, supporting payment processing, and providing excellent customer service to vendors and internal departments.
Essential Role Responsibilities
Collects and maintains proper vendor documentation including W-9s and electronic payment forms and submits them for vendor setup or updates as needed.
Processes and reviews Verizon invoices, ensuring all required documentation is obtained, verified, and prepared for entry.
Responsible for processing or coordinating processing of all office supply invoices for payment.
Scans, indexes, and routes all mailed invoices to the proper Accounts Payable folders and systems, confirming documentation is legible, complete, and properly stored.
Processes employee reimbursements, verifying that appropriate approvals, account structures, and supporting documentation exist and that purchases comply with college policy.
Manages the Accounts Payable shared inbox by retrieving incoming invoices, responding to general inquiries, assigning items to AP staff, and ensuring all documentation is routed appropriately. Maintains organization of AP email folders and ensures vendor correspondence is clearly documented.
Processes and analyses invoice documentation and prepares invoices for payment. This includes matching invoices, purchase orders or purchase requisitions, approvals for payment, and any other required documentation to create a complete payment packet.
Communicates with vendors and internal departments regarding missing documentation, invoice status, payment information, and general accounts payable inquiries.
Organizes and supports the preparation of invoices, documentation, and other materials needed for AP processing, check runs, or internal review by the AP Clerk or Accounting Manager.
Responsible for the timely input of capital projects accounts payable vouchers into the county’s SAP accounting system. Work includes obtaining required county information from vendors to be paid.
Assists the AP Clerk with invoice routing or other assigned tasks during peak periods or staff absences to support consistent workflow within the AP office.
Supports the Accounting Manager with routine AP follow-up tasks, document organization, and other duties as directed.
Ensures the security and confidentiality of all accounts payable documents and information.
Cross-trains with coworkers and assists in the event of absences to maintain continuity of operations.
Enters receiving information into the Colleague System.
Responsible for auditing vendor statements for unpaid invoices. This includes checking for payment in the system, reviewing against open purchase orders, documenting payment information, notifying vendors, and requesting additional invoices if necessary.
Assists with the preparation and review of all 1099s related to the College’s vendors, ensuring that all transactions and vendors are properly flagged to receive a 1099 where applicable.
Prepares routine monthly journal entries as needed.
Performs other duties as assigned.
Minimum Education Required High School or equivalent
Experience Required 2
Preferred Experience
· Two years equivalent experience in accounts payable or three years’ experience in an accounting office.
· AA degree preferred
· The ability to perform large volumes of data entry with exceptional accuracy.
· The ability to interact tactfully and deal courteously with vendors, employees and students in order to effectively resolve issues and provide support.
· The ability to extensively use one’s own initiative to locate and resolve problems in the area.
· The ability to learn and apply all purchasing procedures, contract administration procedures and cost center manager responsibility procedures correctly.
· The ability to proficiently operate office equipment such as calculator, computer, copier, printer and fax.
· The ability to proficiently use Word, Excel, Email, Image Now, adobe and Colleague software, as well as being able to access and use the Internet.
· The ability to proficiently operate a telephone, including appropriate usage, being able to transfer calls and the use of the college’s voicemail system.
OTHER REQUIREMENTS
· Ability to maintain strict confidentiality.
· Ability to communicate effectively, both verbally and in writing.
· Regular attendance is a requirement of this position
· Performs all duties while considering the impact of any actions on the college’s sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.
Physical Demand Summary
The position requires a great deal of interaction with internal and external constituents.
Highly stressful position due to the high volume of work, confidentiality required, cash handling, dealing with entire college community, outside vendors and agencies.
- Contact information:
- Howard Community College
- Columbia, MD 21044
- United States
- Employer's Website:
-
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