Accounts Payable Coordinator in Huntsville, Alabama at 132460 - Huntsville Madison Cty Botanical Garden

Accounts Payable Coordinator

Department: Finance & Accounting

Supervisor: Senior Accountant and Finance Manager

Supervises: N/A

FLSA Salary Classification: Full-time, Exempt

Revision Date: May 2026

Availability: Primary schedule of standard business hours with occasional evening and weekend availability required to support the department and organizational needs.

Position Summary:

The Accounts Payable Coordinator is responsible for processing accounts payable transactions, maintaining vendor relationships and records, reconciling credit card and expense activity, and supporting general accounting functions. This position also assists with payroll reconciliation and preparation of payroll-related journal entries in QuickBooks Online and supports organizational compliance through maintenance of licenses, permits, and insurance-related documentation.

Key Responsibilities:

Accounts Payable

• Process vendor invoices accurately and timely, ensuring proper account coding and approval workflows are followed
• Coordinate workflow of invoices to department users for approvals, providing supporting documentation as required
• Prepare and process weekly accounts payable payments
• Prepare and distribute annual 1099 forms
• Respond to vendor inquiries and resolve discrepancies
• Monitor accounts payable aging and outstanding obligations

Vendor Management

• Maintain accurate vendor files, W-9 documentation, and payment account records and contact information
• Coordinate vendor onboarding and documentation collection
• Monitor vendor compliance requirements including W-9s, certificates of insurance, contracts/statement of work and related documentation
• Assist with maintaining positive vendor relationships and resolving payment issues in a timely manner

Credit Cards and Expense Reimbursements

• Reconcile Garden credit card statements and merchant credit account statements
• Review employee expense reimbursements for accuracy and policy compliance
• Ensure proper coding and documentation for all expenses

Payroll Support

• Reconcile payroll reports to bank activity
• Prepare payroll journal entries and enter them into general ledger
• Assist with reconciliation of payroll liabilities and benefits deductions

Insurance, Licensing, and Compliance Support

• Maintain organizational licenses, permits, and renewal schedules
• Maintain insurance certificates and related compliance records

General Accounting Support

• Assist with receivables and month-end closing activities
• Prepare account reconciliations and supporting schedules
• Maintain organized financial records and electronic files
• Assist with preparation of audit schedules and supporting documentation
• Assist with maintaining internal controls and accounting procedures
• Assist with special projects and other duties as assigned

Minimum Qualifications:

Bachelor’s degree in finance or accounting required with a minimum of 2 years of accounting experience in accounts payable or an equivalent combination thereof. Knowledgeable and proficient in adherence to adhere to generally accepted accounting principles. QuickBooks experience or similar accounting software programs. Technology savvy with high comfort level utilizing the Microsoft Office suite of products, particularly Excel.

Success Factors:

• Alignment with the organization’s core values: Embrace Curiosity, Collaborate with Compassion, Exemplify Expertise, Look Forward, and Take Time to Celebrate and a genuine appreciation for the mission of the Garden.
• Strong analytical and organizational skills with a problem-solving mindset.
• Flexibility to operate in a significantly matrixed environment across multiple organizational areas.
• Ability to interpret data and turn it into actionable information.
• Proactive and self-motivated team player with the ability to lead by example.
• Goal-oriented with a track record of achieving results and supporting team success.
• Ability to effectively manage multiple priorities simultaneously while maintaining a keen attention to detail.

Preferred Qualifications:

Previous professional work in a non-profit environment working with fund accounting and restricted funds is preferred.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Physical Demands: This position is required to frequently communicate with people internal and external to the Garden with frequent periods of sedentary work in the office. Occasionally requires the ability to lift up to 15 lbs., and traverse the Garden over uneven terrain.
• Work Environment: Frequently, works in office. Occasionally required to work in an outdoor environment subject to all weather conditions and must traverse varied and uneven terrain.
• Equipment: Continuous use of a computer, occasional use of projection or AV equipment for presentations/training.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually.

Employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.