Accounts Receivable/Purchasing Coordinator

Description

Salary: $55,000

Job Status: Full time, Exempt

Reports to: Director of Budget & Audit 

Location: 1900 N 9th Street, Philadelphia, PA 19122

ABOUT APM

Asociación Puertorriqueños en Marcha (APM) is a nonprofit organization in Philadelphia, PA providing human services to the community for over 50 years including early childhood education, foster care & adoption, child welfare, mental & behavioral health, community and economic development, housing, violence intervention, and services to community schools. 

JOB SUMMARY

The individual in this position will manage and assist in all accounts receivable activities in accordance with stated policies, procedures, and departmental goals. The AR Coordinator works collaboratively with the Accounts Payable (AP) Coordinator to ensure proper recording of expenses, prompt vendor payments and resolution of payment issues, follow up on payment of AR invoices, and follow strong internal controls while proactively working to increase internal process efficiencies. This individual will also handle ordering of supplies for various departments for the agency.

Duties and Responsibilities

• Record AR Invoices into the current accounting system, NetSuite.
• Prepare as-needed invoices to be sent out to funding sources
• Prepares quarterly invoices the City of Philadelphia DBHIDS for Community Services Department programs.
• Enters monthly invoices into the City Mainstay portal for Community Services Department programs
• Prepares monthly draw down requests for HUD-funded Community Services department grants
• Prepares and uploads backup into the Unidos portal for Community Economic Development programs
• Prepares bank deposits, whether remotely deposited or to be sent to the bank
• Posts accounts receivable payments
• Accesses the city and state portals to track upcoming payments for accounts receivable
• Places orders with various supplies such as Amazon Business or WB Mason
• Places orders in coordination with the Housekeeping Supervisor with various cleaning suppliers
• Prepare School District of Philadelphia grant quotation forms and personnel activity reports for administrative staff allocated to Early Childhood Education programs
• Allocates operating expense invoices, such as for communications or IT services, that are to be allocated to multiple programs
• Refills Pitney Bowes mail machines
• Enters non-project-specific operating expense invoices into NetSuite, such as utilities, supplies, telephones, copier leases and maintenance, etc., including expense allocations if other than Administration
• Prepare monthly JE’s to record program overhead
• Prepares grant and legal confirmation letters for annual audit
• Enter bank account information into NetSuite for vendors or employees desiring EFT payment
• Coordinates with the Driver/Transportation Coordinators to distribute mail to other agency locations
• Backup for Accounts Payable if needed to enter invoices into NetSuite
• Run monthly reports on programs to ensure accuracy of revenue postings and overhead or management fee allocations
• Prepares draft schedule of governmental awards for the annual fiscal audit
• Prepared all relevant grant or program schedules for inclusion in the agency’s annual 2 CFR 200 and year-end audits
• Maintains grant files to included copies of all grant awards and invoices sent to funding sources
• Prepares monthly City-required liquor tax filings for APM Hall
• Liaison with the state PLCB for APM Hall liquor license
• Other duties as assigned by the Director of Budget & Audit or CFO

BENEFITS

• Health Insurance through Independence Administrators or $100/moth reimbursement with proof of current insurance
• Vision and Dental Plans through SunLife
• Basic Life Insurance (100% Employer Funded)
• 403B Retirement Plan with Company Contribution
• Flexible Spending Accounts for Health, Childcare, and Public Transportation expenses
• Employee Assistance Program including free counseling, trainings, webinars, and other resources
• Could be eligible for the Public Service Loan Forgiveness Program as APM is a non-profit
• Voluntary Plans include Accident, Critical Illness, and Hospital Indemnity
• Short-term and Long-term Disabilities
• Employee Referral Program
• 20 Days of Paid Time Off include Illness, Vacation, Appointments, and Emergencies
• 12 Days of Paid Holidays

Requirements

• Bachelor’s degree in accounting
• Four or more years’ experience in AR or relevant job duties, preferably in non-profit industry
• Working knowledge of revenue recognition and project or grant accounting
• Experience in Microsoft Office or 365
• Experience with automated accounting software such as NetSuite or similar
• Ability to research and report on accounting issues related to the job responsibilities
• Bilingual preferred but is not required

APM is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. 

If hired, you will be required to submit clearances (FBI fingerprints, Child Abuse History Clearance, and Criminal History Clearance) along with other documentation.