Accounts Payable Coordinator

THE SALVATION ARMY

North and Central Illinois Division

Position Description

 

JOB TITLE:                             Accounts Payable Coordinator

LOCATION/DEPT:                    Finance Department

REPORTS TO :                        Accounting Manager – Accounts Payable Accounts Receivable

PEOPLE MANAGER:                   No

FLSA CATEGORY:                    Full Time, Non-Exempt

PAY GRADE:                           405

PAY RATE:                           $45,368-$54,442

 

WHO WE ARE

At The Salvation Army, we are dedicated to “Doing the Most Good”. We are made up of thousands of officers, soldiers, staff, volunteers, donors, and partners working together to holistically meet the physical, emotional, and spiritual needs of our most vulnerable neighbors. We do this through programs designed to combat homelessness and hunger, provide safe spaces for youth after school and on the weekends achieve and maintain sobriety, and give hope to the hopeless. The Salvation Army North and Central Illinois Division provides these services to people in need.

 

JOB SUMMARY

Supports accounting operations, processing accounts payable for locations. This position is responsible for processing, verifying, and reconciling invoices and payments in compliance with the organization policies, donor and grant requirements, and nonprofit accounting.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Invoice Review, Coding & Processing
   1. Receive, review, and verify invoices for accuracy, completeness, and appropriate documentation.
   2. Code invoices to the correct department, program, fund, grant, or entity in the accounting system.
   3. Match invoices to purchase orders or contracts and ensure proper authorization based on the Division’s approval hierarchy.
   4. Maintain organized electronic records of invoices, approvals, and payments to ensure audit readiness.
2. Multi-Entity & Fund Accounting
   1. Process accounts payable transactions across multiple entities, cost centers, and restricted funds.
   2. Support consolidated reporting for divisional financial statements and audits.
3. Vendor Relations & Compliance
   1. Maintain vendor records and ensure tax documentation (e.g., W-9, 1009) and nonprofit compliance requirements are current.
   2. Serve as a primary contact for vendor inquiries and payment status updates.
   3. Ensure all payments comply with Salvation Army policies, donor restrictions, and grant agreements.
   4. Prepare required sales tax report from renew and submission as appropriate.
4. Payment Processing
   1. Prepare and schedule payments via ACH, wire transfer, or check in accordance with organizational deadlines.
   2. Verify approvals and documentations prior to disbursing payments.
   3. Monitor cash flow requirements to ensure timely vendor payments while maintaining adequate liquidity.
   4. Track recurring expenses such as rent, utilities, and service contracts.
5. Month-End & Year-End Close
   1. Assist with year-end accruals.
   2. Provide reports and supporting documentation for financial statements, audits, and grant reporting.
   3. Support auditors and grant monitors by preparing and organizing A/P documentation as requested.
6. Compliance, Internal Controls & Process Improvement
   1. Uphold internal controls for approvals, segregation of duties, and transaction accuracy.
   2. Maintain compliance with GAAP, Uniform Guidance (2 CGR Part 200), and The Salvation Army’s internal policies.
   3. Use workflow automation tools in the accounting software to streamline invoice routing and approval.
7. Reporting & Collaboration
   1. · Generate regular reports such as A/P aging, outstanding invoices, and cash requirements.
   2. · Collaborate with finance, grant management, and program teams to ensure correct cost allocation and spending compliance.
   3. · Communicate effectively with departments to resolve invoice or documentation discrepancies.

OTHER DUTIES

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

 

MINIMUM KNOWLEDG