Accounts Payable Coordinator

Job Description

The Accounts Payable Coordinator is a full-time member of the Finance Department responsible for managing the day-to-day accounts payable operations across KIPP St. Louis schools and regional operations. This role ensures accurate and timely vendor payments, purchase order and requisition processing, purchasing card (P-card) administration, vendor compliance, and financial recordkeeping. The Accounts Payable Coordinator works collaboratively with school-based and regional staff to maintain efficient financial processes, strengthen internal controls, and support the overall financial operations of KIPP St. Louis. This position reports to the Finance & Accounting Director.

Position Type: Full-Time, 12 months,  40 hours per week
Department: Finance
Reporting & Collaboration

• Direct Manager: Finance & Accounting Director

• Direct Reports: None

• Key Collaborators: Chief Financial Officer (CFO), Finance Department, school leaders, Managers of Operations, department heads, regional office staff, vendors, and external auditors.

Autonomy & Decision Making

• Independently manages routine accounts payable processes, vendor communications, payment preparation, reconciliations, and financial recordkeeping within established organizational policies and internal controls.

• Exercises sound judgment when reviewing invoices, purchase orders, requisitions, reimbursements, and P-card transactions to identify discrepancies, missing documentation, or potential compliance concerns.

• Ensures all payments and financial transactions follow established approval procedures and escalates exceptions, policy questions, and financial concerns to the Finance & Accounting Director.

• Collaborates with school and regional staff to resolve payment issues, improve purchasing compliance, and maintain consistent financial procedures across the organization.

Inputs: What Will I Be Doing in My Day-to-Day Work?

Accounts Payable & Payments

• Manage the full accounts payable cycle for assigned schools and entities, including vendor onboarding, invoice review, expense coding, payment processing, and vendor statement reconciliation.

• Prepare bi-weekly check runs and ACH payment batches, including payments processed through Commerce Bank, following established approval and internal control procedures.

• Process and verify checks, ACH batches, approved manual checks, and related payment activity in Software Unlimited (SUI). Review batch totals and supporting documentation before payment release.

• Review, code, and track purchase orders, requisitions, invoices, and expenses in SUI, ensuring appropriate approvals, account coding, and supporting documentation.

• Research and resolve invoice discrepancies, outstanding vendor credits, payment questions, and vendor or purchasing disputes.

• Maintain vendor files and onboarding documentation, including W-9 forms and applicable sales tax exemption documentation. Safeguard vendor banking information and verify requested changes.

• Process and track approved employee reimbursements, including travel, tuition, and mileage expenses, in accordance with organizational policies.

P-Card Administration & Reconciliation

• Monitor district purchasing cards for available credit and payment needs, communicating concerns to Finance leadership.

• Reconcile P-card statements and transactions by collecting and reviewing receipts, expense coding, business purposes, and required approvals.

• Follow up promptly on missing or incomplete documentation and ensure transactions meet organizational purchasing guidelines.

• Identify P-card exceptions, document follow-up, and escalate policy questions or compliance concerns to Finance leadership.

Reporting, Compliance & Audit Support

• Prepare monthly accounts payable aging reports for the Chief Financial Officer (CFO), highlighting past-due items and invoices requiring follow-up.

• Maintain organized accounts payable records and payment documentation to support internal controls, record retention, and timely responses to information requests.

• Coordinate year-end vendor tax documentation and 1099 reporting, including verifying vendor information and ordering required forms as applicable.

• Provide invoices, payment records, reconciliations, and descriptions of accounts payable processes requested by auditors.

• Monitor invoices submitted without required requisitions or purchase orders and communicate follow-up needs to school leaders, Managers of Operations, and department heads.

Regional Office, Courier & Mail Coordination

• Coordinate regional courier services and school mail bag collection and return schedules, including communicating schedule changes during school breaks and closures.

• Receive, sort, and route incoming regional office mail, including vendor bills, donation checks, bank statements, payroll notices, insurance correspondence, and school or departmental mail.

• Order and maintain supplies needed for accounts payable operations, including business checks, check envelopes, and year-end 1099 forms.

Outcomes: What Will I Be Evaluated On?

• Accuracy & Timeliness: Accounts payable transactions, invoices, reimbursements, and payment batches are processed accurately and within established deadlines.

• Financial Compliance: Payments, purchase orders, requisitions, and P-card transactions consistently follow organizational policies, approval requirements, and internal controls.

• Vendor & Staff Support: Vendor inquiries, payment discrepancies, and staff reimbursement questions are addressed promptly and professionally.

• Financial Reporting: Monthly accounts payable aging reports, reconciliations, and supporting financial documentation are accurate, organized, and submitted on time.

• Audit Readiness: Accounts payable records, vendor documentation, and payment activity are maintained and readily accessible for internal and external audits.

• Operational Efficiency: Courier coordination, mail distribution, and accounts payable supply needs are managed consistently to support regional and school-based operations.

What Skills Should I Already Bring, i.e., What Should I Already Have a Track Record Around?

• Demonstrated experience managing accounts payable processes, invoice processing, vendor payments, and financial reconciliations.

• Strong attention to detail and the ability to identify discrepancies, maintain accurate records, and manage multiple deadlines.

• Experience reviewing financial transactions, verifying supporting documentation, and following established approval procedures.

• Demonstrated ability to communicate professionally and resolve payment-related questions with vendors and internal stakeholders.

• Strong organizational, time-management, problem-solving, and follow-through skills.

• Ability to manage confidential financial information with discretion and integrity.

• Ability to work independently while collaborating effectively with cross-functional teams.

What Should I Know a Lot About Already, i.e., What Should I Have Expertise In?

• Accounts Payable & Accounting Practices: Understanding of accounts payable workflows, invoice processing, vendor management, expense coding, payment preparation, and account reconciliations.

• Financial Systems & Technology: Proficiency in Microsoft Excel and Microsoft Office applications. Familiarity with Software Unlimited (SUI) or similar accounting, purchasing, and financial management systems.

• Payment Processing & Internal Controls: Knowledge of check processing, ACH payments, payment batches, purchasing card reconciliation, and financial approval procedures.

• Vendor Compliance & Documentation: Understanding of vendor onboarding requirements, W-9 documentation, sales tax exemption records, 1099 reporting, and confidential banking information.

• Financial Reporting & Audit Support: Experience preparing financial reports, reviewing outstanding invoices, maintaining supporting documentation, and responding to audit requests.

• Customer Service & Communication: Ability to communicate effectively with vendors, school leaders, regional staff, and Finance leadership to resolve financial questions and maintain positive working relationships.

KIPP Indicators of Excellence (IOEs)

KIPP uses Indicators of Excellence (IOE) to codify what great looks like in daily work. For this role, the IOEs include:

• Monitoring & Quality: Consistently monitors the accuracy and quality of accounts payable transactions, payment batches, reconciliations, and financial documentation. Identifies discrepancies early, follows up on missing information, and ensures transactions are completed correctly.

• Ownership: Takes full responsibility for assigned accounts payable processes and follows through on commitments. Proactively identifies payment concerns, resolves discrepancies, and ensures outstanding items are addressed rather than waiting for others to identify problems.

• Coherence: Works collaboratively with school leaders, Managers of Operations, department heads, vendors, and Finance colleagues to maintain consistent purchasing and payment procedures. Communicates clearly and ensures stakeholders understand financial processes and documentation requirements.

• Data & Equity: Uses financial records, payment reports, and transaction data to identify trends, monitor outstanding obligations, and support informed financial decisions. Applies organizational policies and procedures consistently and fairly across schools and departments.

Qualifications

What You Bring to the Table

Required

• High school diploma or GED.

• Proficiency in Microsoft Excel and Microsoft Office applications.

• Strong attention to detail, organization, time management, and follow-through.

• Excellent written and verbal communication skills.

• Ability to manage confidential financial information and work collaboratively with multiple stakeholders.

Preferred

• Associate degree in accounting, business administration, finance, or a related field.

• 1–3 years of accounts payable or comparable accounting support experience.

• Experience with Software Unlimited (SUI) or similar accounting and purchasing systems.

• Knowledge of accounts payable workflows, expense coding, financial reconciliations, payment controls, and vendor compliance.

Additional Information

What we bring to the table:

We are a fast-paced, energetic team and family with passionate people who are leading a movement, and to cultivate the best working environment, we provide the following:

• $0 deductible healthcare plan option, including medical, vision, and dental. 

• Employer Paid Short Term Disability. 

• $50,000 life insurance policy at no cost to the employee. 

• Retirement plan through PSSRSSL with an employer match up to 14% and an optional 403b as a supplement to our pension program

• Employee Recognition: When we succeed together, we celebrate together with our annual Heart Awards and more!

• Public Service student loan forgiveness program qualified employer. 

• Ongoing professional development.

• Generous time off:

  • Paid leave for illness, personal days, bereavement, jury duty, and military-related leave

  • Paid parental leave for new families

  • Granted holidays, as well as a one-week Thanksgiving break, a two-week winter break, a week-long spring break

  • Wellness days provided throughout the year

Hiring Timeline and Steps

The anticipated start date for the role is as soon as possible.