Accounts Payable Coordinator

Summary
The Accounting Coordinator supports the organization general accounting Accounts Payable functions to include Grants and Contracts. Under direction supports MCHWC accounting functions to include Accounts Payable, contracts/grants
agreements, funding, reporting, invoicing, payment reconciliation and the tracking of deliverables to ensure compliance with and adherence to contracts/grants. The Accounting Coordinator works closely with Controller/Designee, is a point of contact and liaison with Operations. In addition to internal oversight of assigned accounting functions the Accounting Coordinator will maintain all current (and past) contracts/grants electronic files; managing and ensuring the repository table of contents is up-to-date and complete.

RESPONSIBILITIES:
Responsible for the workflow and effectiveness of the Accounts Payable & Contract/Grant process:

1. Timeline and process management,

2. Vendor file management

3. Proposal, report, and materials maintenance including electronic/scanned files

4. Contract/Grant invoice preparation, follow-up and administration.

5. Collaborate with Accounting & Operations on grant concept, draft preparation including executive
summaries, propose modifications.

6. Ensure completion of all grants (budget changes, extensions, etc.); coordinate the preparation of all grant
reports and required documentation with internal team members by due dates

7. Maintain AP files for quick and ease of access, with a focus on “Audit Preparedness”
• Prepare and maintain accounting and grant records, files and reporting metrics
• Follow proposal and reporting requirements, to develop and track annual grants budget
• Recommend updates or changes to accounts payable contract/grant-related policies to support overall organizational
goals, priorities, and requirements, including compliance
• Coordinates due dates, timelines, and team management for new contract/ grant opportunities, while working closely
with the accounting department on new budget development and chart of account maintenance; prepares and
reviews all accounts payable, fiscal reports and materials.
• Maintains month end/ contract/grant calendar of key dates for proposals; narrative, fiscal and data reports; grant files
and tracking (electronic)
• Monitor departmental Accounts Payable, grant and contract performance and cash management
• Regularly reports to Controller/designee to ensure that targets are consistently met.
• Supports team to monitor audit and grant work plan implementation and proactively identify compliance issues
related to enrollment, eligibility, verification, tracking, spending, and reporting (narrative, fiscal, and data).
• Provides continual analysis and project reporting to meet requirements, timelines and reimbursement.
• Analyzes compliance requirements and reports on process and improvements.
• Maintains contract compliance documents, including RFP’s, contracts, scopes of work, work plans, budgets,
timelines, reports, and evaluation requirements.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• 3+ years in a combination of Accounts Payable/contract/grant management experience preferred
• Minimum of 3 years’ experience in a nonprofit accounting environment.
• Proactive and action-oriented personality; strong sense of timing and organization.
• Strong interpersonal, verbal, and written communication skills.
• Excellent attention to detail & timelines.
• Ability to manage and prioritize multiple complex tasks and due dates.

• Flexibility in approach and ability to adapt to changing conditions and priorities.
• Proven problem-solving skills and solutions-focused attitude.
• Enthusiasm and passion for MCHWC’s mission and programs.
• Excellent computer skills, including Excel, Word, and Access.
• Experience with Quick Books a PLUS.

Supervisory Responsibility: N/A

Qualification Requirements: Education and/or Experience:
• 2-year associate degree, with the equivalent working experience.
• Successful track record in non-profit AP/Contract/ contract/Grant Management.
Office Equipment- Software: Fax machine, copier, personal computer, database, telephone, calculator, Microsoft
Word/Excel, Quick Books, Electronic Health Record system, and other software as required.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an
individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Stand, walk or sit alternatively depending on the specific needs of the day. An estimated 20% of the time is spent on
feet and 80% sitting at a desk.
• Occasional need to perform physical activities: bend/stoop/squat, climb stairs, push or pull, reach above shoulders.
• Occasional need to perform standing and walking activities.
• A constant need to perform the following physical activities: data entry, manual dexterity.
• Lifting/carrying less than 10 pounds frequently.
• Vision requirements: the constant need to complete forms, read reports, view computer screen. Frequent need to
view computer detail.
• Need to communicate over telephone with Headset, Handset and VOIP/ Computer and in person.

TRAVEL REQUIREMENTS: Occasional travel to sites [San Rafael and Marin City], must use own transportation.

Work Environment: The noise level in the work environment is usually moderate.