Title: Accounts Payable Specialist
Location: Coos Bay, Oregon
Program: Administration
Reports to: Director of Finance
HR Contact: [email protected]
Pay Level: Starting at $20.80 hourly, Depending on experience and qualifications
Staff Supervised: None
FSLA Status: Non-exempt
Effective: 6/30/2026
Position Type: Full-Time
Revised: 9/28/2021
Job Description
PRIMARY PURPOSE:
The Accounts Payable Specialist is responsible for the accurate and timely processing of the agency's accounts payable activities while ensuring compliance with agency policies, federal and state regulations, grant requirements, and established internal controls. This position serves as the Finance Department's final review of purchasing transactions before they are posted to the accounting system, ensuring purchases are properly authorized, supported by appropriate documentation, accurately coded, and compliant with funding requirements.
Working closely with program staff, department managers, and vendors, the Accounts Payable Specialist administers the agency's purchasing workflow through Microix, processes transactions within MIP Fund Accounting, manages vendor payments, reconciles agency credit cards, TreviPay, and Amazon Business accounts, and supports financial reporting and audit activities. This position plays an important role in safeguarding agency assets, maintaining accurate financial records, and supporting efficient financial operations.
ESSENTIAL JOB FUNCTIONS (Reason position exists is to perform these functions):
-
Process vendor invoices accurately and within established payment timelines.
-
Review invoices for completeness, proper approvals, account coding, funding sources, and supporting documentation.
-
Serve as the Finance Department's final quality control review before accounts payable transactions are posted to the accounting system by verifying all required approvals, supporting documentation, account coding, funding sources, budget availability, and compliance with agency purchasing policies, grant requirements, and internal controls.
-
Exercise independent judgment to identify incomplete documentation, improper account coding, duplicate invoices, unauthorized purchases, or transactions that do not comply with agency policy. Return transactions to the originating department for correction before processing when necessary.
-
Verify purchases comply with agency procurement policies, approved budgets, grant requirements, and applicable funding restrictions.
-
Prepare vendor payments by check, ACH, wire transfer, or other approved payment methods.
-
Process emergency payments when authorized.
-
Maintain vendor records, including W-9 documentation and payment information.
-
Prepare annual IRS Form 1099 reporting.
-
Respond to vendor inquiries and resolve payment discrepancies.
-
Reconcile vendor statements and research outstanding balances.
-
Ensure all accounts payable transactions are processed accurately, completely, and within established payment terms.
-
Administer the agency's purchasing workflow through the Microix purchasing system.
-
Review purchase requests submitted by employees after approval by their department manager.
-
Verify each transaction contains the required approvals, account coding, funding source, supporting documentation, and complies with agency purchasing policies before Finance approval.
-
Conduct the Finance Department's final review of purchasing transactions before importing approved purchase orders and invoices into MIP Fund Accounting.
-
Import approved transactions from Microix into MIP while ensuring the accuracy and integrity of financial data.
-
Monitor outstanding purchase orders and work with departments to resolve outstanding items.
-
Assist employees and managers with questions regarding purchasing procedures and the use of Microix.
-
Maintain complete electronic purchasing documentation within Microix to support the agency's paperless workflow and ensure records are audit-ready.
-
Recommend process improvements that increase efficiency and strengthen internal controls.
-
Reconcile agency credit card statements each month.
-
Verify receipts, approvals, business purpose, and account coding for all transactions.
-
Identify and resolve discrepancies or unauthorized charges.
-
Ensure credit card purchases comply with agency purchasing policies.
-
Maintain complete supporting documentation.
-
Process purchases made through TreviPay and Amazon Business.
-
Reconcile monthly TreviPay statements and Amazon Business invoices.
-
Verify purchases have appropriate approvals and supporting documentation.
-
Resolve billing discrepancies, returns, and vendor issues.
-
Maintain accurate electronic records supporting all transactions
-
Prepare journal entries as assigned.
-
Assist with month-end and year-end closing activities.
-
Reconcile accounts payable balances to the general ledger.
-
Maintain accurate accounting records within MIP Fund Accounting.
-
Assist with financial reporting as requested.
-
Maintain documentation in accordance with agency record retention requirements.
-
Assist with annual financial audits, Single Audits, and grant monitoring.
-
Prepare schedules and supporting documentation requested by auditors.
-
Ensure expenditures comply with federal, state, local, and grant requirements.
-
Follow Generally Accepted Accounting Principles (GAAP), Uniform Guidance (2 CFR Part 200), agency policies, and internal control procedures.
-
Process incoming and outgoing Finance Department mail.
-
Maintain organized electronic records and filing systems.
-
Stay up to date on filing
-
Participate in cross-training and professional development.
-
Perform other duties as assigned by the Finance Director.
-
Actively engage and support Diversity, Equity and Inclusion activities and inclusion in all work.Responsible for personal safety, reporting incidents or accidents within a reasonable amount of time to supervisor or Safety Committee at [email protected].
-
Responsible for picking up after one’s self and maintaining company owned equipment. Report damaged or malfunction equipment to supervisor, facilities maintenance or HR.
-
Performs other related duties as assigned.
TEAM EXPECTATIONS:
Teamwork - We join our individual strengths together creating teams and circles of cooperation to promote innovative thinking and bring opportunity to our community.
Partnerships - We create collaborative community partnerships to best leverage all resources available for the benefit of the community.
Diversity - We welcome and accept differences and honor our co-workers and clients by treating each person with equality, dignity, and respect.
Confidentiality & Ethics - We maintain a high standard of ethics and integrity to respect the confidentiality of clients and staff.
Physical Safety - We respond promptly to address health and safety needs or concerns for clients and staff.
Communications - We encourage timely, open-minded, respectful, and direct communication to alleviate controversies and foster a safe, productive workplace.
Health & Sustainability - Recognizing the importance of physical, emotional, and environmental health, we seek to inspire and model healthy, sustainable living.
Public Relations - We recognize that each of us represents the entire agency in our public interactions and strive to act in a consistently professional and unbiased manner.
Professional Growth - We provide an environment supportive to personal and professional growth, cross training, and advancement.
INDIVIDUAL EXPECTATIONS:
-
Model behaviors that demonstrate an understanding, acceptance and welcoming of diversity.
-
Attend staff meetings, center meetings, and/or other workshops/meetings as notified.
-
Maintain a positive attitude regarding ORCCA and all its programs.
-
Maintain respect and positive communication regarding all children, families and staff.
-
Maintain confidentiality of client and staff information.
-
Maintain open, two-way communication with staff.
-
Accept suggestions and guidance from supervisor and other management staff.
-
Seek feedback on job performance and evaluate suggestions and guidance to incorporate in performance.
-
Commit to further training. Develop an individual training plan using program tools, as appropriate.
-
Communicate with supervisor regarding any needed changes or concerns with work schedule.
-
Adhere to agency procedures as a mandated child abuse reporter.
-
Regular attendance is a requirement of the position.
-
Ability to perform the job with or without reasonable accommodations.
REQUIRED KNOWLEDGE, SKILLS, AND ABLILITIES:
-
Ability to interact in a professional manner with people from a wide variety of socio-economic backgrounds
-
Ability to operate 10 key. Copy machines. Fac machines, etc
-
Ability to navigate accounting system, email, and conduct research
-
Ability to multitask, handle interruptions
-
Ability to do math (addition, subtraction, multiplication, division, and precent calculation)
-
Ability to efficiently organize work and exercise independent judgment in making appropriate decisions concerning work methods or priorities
-
Ability to perform complex record keeping requiring the application and interpretation of data, facts, procedures, and policies
-
Ability to prepare accurate financial and statistical records
-
Ability to establish and maintain effective working relationships with others
-
Ability to meet deadlines.
-
Ability to present and relate to diverse client populations.
-
Professional appearance, presentation and demeanor always.
-
Demonstrates integrity and maintains confidentiality when handling financial info
EXPERIENCE AND EDUCATION REQUIREMENTS:
-
Associate degree in Accounting, Finance, Business Administration, or a related field; or an equivalent combination of education and experience.
-
High School Diploma or Equivalent Required.
-
Minimum three years of accounts payable or accounting experience preferred.
WORK ENVIRONMENT:
-
Geographic Area: Coos, Curry, and Coastal Douglas Counties Primary worksite: Coos Bay, Oregon.
-
May move or lift items up to 51 pounds.
-
Prolonged periods sitting at a desk and working on a computer.
-
Primarily indoors, in a climate-controlled environment; may not have access to sunlight. Occasional activities outside in a non-climate-controlled environment.
-
Potential for open workstations and cubicles with moderate to high noise; work from home where available.
-
Some travel-Required ODL and proof of insurance (ORCCA Policy).
OTHER:
-
Reliable method of getting to work.
-
Must be free from illegal drugs, may be subject to suspicion testing.
-
Must be able to pass the State of Oregon Criminal Background Check.
-
Must be enrolled in the Oregon Department of Education-Child Care Division Central Background Registry at time of hire and update it as required.
A current Oregon Driver’s License is required.
Proof of automobile liability insurance @ $100,000/300,000 liability limits and maintain such limits.
NOTE: The specific statements reflected in each section of this position description are not intended to be all-conclusive, but rather the basic elements and criteria considered being necessary in order to satisfactorily perform the duties associated with the position. Your employment with ORCCA is at will. This means your employment is for an indefinite period of time and it is subject to termination by you or Employer with or without cause, with or without notice, and at any time.
Oregon Coast Community Action is an Equal Opportunity Employer. ORCCA does not and shall not discriminate on the basis of race, color, religion, creed, gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operation.
Please inform Human Resources at 541-435-7090 or [email protected] if you require a reasonable accommodation in order to perform the essential functions of this job.
