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 KNOWLEDGE, SKILLS, AND ABILITIES

Education:

• Associate degree in Accounting, Finance, or a related field.

Experience:

• Three (3) to five (5) years of accounts payable relevant experience, preferably in a nonprofit or multi-entity environment.
• A minimum of three to five years working web-based accounting program doing accounts payable. Candidates must have a passion for fulfilling the mission of The Salvation Army and must be articulate in presenting the same to others.
• Candidates must successfully pass the pre-employment background inquiry and annual motor vehicle check with a valid driver's license.

Skills/Abilities:

• Candidates must have a passion for fulfilling the mission of The Salvation Army and must be articulate in presenting the same to others.
• Candidates must successfully pass the pre-employment background inquiry and annual motor vehicle check with a valid driver's license.
• Willing to promote the mission of the Salvation Army.
• Experience in a multi-entity environment.
• Confidentiality and integrity are essential.
• Excellent interpersonal skills and professional manner.
• Quick and accurate data entry skills.
• Understanding of nonprofit accounting principles, including fund accounting and grant tracking.
• High attention to detail, accuracy, and confidentiality.
• Strong organizational, analytical, and communication skills
• Ability to manage high transaction volume across multiple funding sources and entities.
• Proficiency in applications, including demonstrated experience in using a web-based software, e-mail, MS Office applications.
• Demonstrate ability to adopt to standard operating procedures
• Positive attitude and customer service orientation.
• Excellent organization skills and ability to function in a paperless environment.
• Valid MVR is required.

JOB LIMITATIONS

• This individual will only commit Army resources that have been allocated or approved.
• This individual will keep the Central Illinois Commander and Divisional Director of Finance informed on all critical issues relating to their area of responsibility.
• This individual will adhere to all Army policies and procedures in carrying out the responsibilities of this position.

PHYSICAL DEMANDS/WORK ENVIRONMENT

• This position may be required to do light physical work.
• To successfully perform the essential functions of this position, the employee is regularly required to use standard office equipment including a PC and make a public presentation.
• The work environment for this position includes an office environment with a low to moderate noise level.
• This individual must be able to travel to meet the needs of the position with occasional site visits.

COMPETENCIES

1. Maintain positive work atmosphere by behaving and communicating in a manner that fosters and maintains positive relationships with co-workers and supervisors.
2. Resolve conflicts in a positive manner.
3. Treat staff, clients, and visitors with courtesy.
4. Respect others' property and person.
5. Use professional and appropriate communication to and about co-workers, supervisors and subordinates.
6. Support the Mission of The Salvation Army by treating every donor, contact and colleague with respect and dignity, and without discrimination of any kind.

PERFORMANCE MEASURES

• This individual will be evaluated on how effectively the outcomes of this position are achieved as well as the timeliness, accuracy, and completeness of accomplishing assigned goals.

THE SALVATION ARMY MISSION STATEMENT

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of Christ. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.