Accounts Payable Coordinator

Position:         Accounts Payable Coordinator

Department:  Business Office

Reports to:    Finance & Accounting Manager

FLSA:             Non-exempt

Designation: Staff, Full-time, 12 month

Site:               In person, New Haven, CT

HOPKINS SCHOOL:

Hopkins School is an independent, gender-inclusive, college-preparatory day school for grades 7-12, located on a 109-acre campus in the Westville section of New Haven.  Hopkins has current enrollment of 714 students, and a faculty and staff of 185. The faculty and staff at Hopkins are intelligent, motivated individuals who are dedicated not only to their respective responsibilities, but to the overall mission of the School as well. There is a great sense of community among employees on campus and across all departments.

POSITION SUMMARY:

The Accounts Payable Coordinator plays a critical role in ensuring smooth financial operations by preparing and processing all invoices, reimbursements, and other payables. Hopkins seeks a dependable, detail-oriented individual who can handle sensitive materials confidentially. Ideal candidates bring strong initiative, an ability to manage high volumes of work, and a welcoming approach when interacting with the School’s employees and vendors.

ESSENTIAL FUNCTIONS:

• Accurate and timely processing of invoices, reimbursements, credit card payments, travel expenses and other payment requests.
• Verify the accuracy of invoices/credits and ensure proper account allocation and approvals.
• Monitor invoice due dates, prioritize payments, and prepare check batches weekly or as required.
• Maintain and update vendor records.
• Reconcile vendor statements and correspondence, identify discrepancies, and apply applicable credits.
• Perform basic month-end close tasks, ensuring accounts payable records reconcile with the general ledger.  Produce monthly reports and all supporting documentation.
• Collect W-9 forms from and provide sales tax exemption certificates to vendors.
• Respond promptly to inquiries from employees and vendors to ensure timely payments.
• Maintain organized, accurate, and accessible filing systems for the Business Office.
• Produce, review, and file IRS 1099 forms annually.
• Support the annual audit process, including fiscal year close and preparation of required reports.
• Proactively identify and address potential accounting issues and needs.
• Perform additional duties as needed and assigned.

QUALIFICATIONS:

• Bachelor’s or Associate Degree in Business, Accounting, or related field with 1+ years of accounts payable experience, or a High School diploma with 3+ years of accounts payable experience.
• Strong organizational and multitasking skills with a proven ability to meet deadlines.
• Attention to detail and accuracy in data entry and financial processing.
• Proficiency in Microsoft Excel and experience with accounting software; familiarity with Blackbaud is a plus.
• Ability to prepare reports from statistical and/or other detailed information sources.
• Professional demeanor with a commitment to confidentiality and accuracy.
• Proven experience in maintaining vendor relationships and addressing inquiries professionally.
• Ability to work independently with minimal supervision, while contributing effectively to team goals.
• Excellent interpersonal and communication skills, fostering collaboration with faculty, staff, and vendors.

PHYSICAL CONDITIONS:

• Office setting with extended periods of sitting at a desk.
• Regular use of computers, keyboards, and standard office equipment.
• Repetitive motion, including typing, data entry, and document preparation.

COMPENSATION AND BENEFITS: Compensation is competitive, commensurate with experience, with a range of $55K-$65K. Hopkins offers a comprehensive benefits package, including health insurance, retirement contributions and professional development opportunities. 

APPLICATION PROCESS: Interested candidates should submit a letter of interest, resume, and list of references to [email protected], with “Accounts Payable Coordinator” in the subject line. Interviewing will begin in April and continue until the position is filled.

Hopkins School believes that all persons are entitled to equal employment opportunity, and it prohibits discrimination because of race, color, creed, sex, religion, national origin, age, gender, gender identity, genetic information, physical or mental disability, veteran status, marital or civil union status, sexual orientation and other legally protected classes or classifications.