Accounts Payable and Purchasing Coordinator

Job Title : Accounts Payable and Purchasing Coordinator

Make sure to apply with all the requested information, as laid out in the job overview below.

Location : Pittsfield, MA

Schedule : Full-Time | Weekdays, 1st Shift

Pay Rate : $26.41 - $26.42 per hour

Position Overview :

We are seeking a detail-oriented and highly organized Accounts Payable and Purchasing Coordinator to join our team. This role is responsible for managing all aspects of accounts payable and purchasing functions. You'll ensure the accuracy and timeliness of payments, evaluate vendor options for best value, and support general office procurement. This position also includes facilities-related coordination and back-up support for representative payee duties.

Key Responsibilities :

Accounts Payable :

Process and code vendor invoices in the Intacct accounting system

Scan and upload all AP documentation into Intacct

Run weekly Aged AP reports and process payments accordingly

Prepare and post journal entries; reconcile account activity to the General Ledger

Maintain accurate and compliant AP records in accordance with MA Comptroller standards

Respond to vendor inquiries and provide documentation for auditors and regulatory bodies

Reconcile monthly Aged AP reports to the Balance Sheet

Prepare and file annual 1099s

Provide Intacct AP reports and analysis to stakeholders as needed

Purchasing & Vendor Management :

Research and negotiate vendor contracts to ensure best pricing and quality

Maintain a list of approved vendors and suggest vendors to agency departments as needed

Monitor and approve office supply orders; raise concerns on unusual items with VP

Track, inventory, and order personal protective equipment and general supplies

Order and manage office and site postage supplies

Administrative & Office Support :

Coordinate front desk / reception coverage as needed

Maintain and service postage machines

Distribute interoffice and U.S. mail; apply postage to outgoing mail

Address building or copier issues and coordinate appropriate service

Attend industry events to stay updated on market and purchasing trends

Provide back-up support for the representative payee function

Manage and reconcile gift card distribution for agency programs

Qualifications & Experience :

Associate's degree in Business Administration, Accounting, Finance, or related field required; Bachelor's degree preferred

Minimum 2 years of full-cycle accounts payable experience

Solid understanding of the relationship between AP, the Balance Sheet, and General Ledger

Experience negotiating with vendors and managing contracts

Skills :

Intermediate to advanced proficiency in Microsoft Excel and general computer skills

Strong analytical and reconciliation skills

Excellent organizational and communication skills

Ability to manage multiple priorities and meet deadlines

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