Accounting Coordinator

Accounting Coordinator

Are you a detail-oriented accounting professional who enjoys keeping financial operations organized, accurate, and moving forward? PAEA is seeking an Accounting Coordinator to support the day-to-day accounting activities of our mission-driven organization. In this role, you will help process payments and reimbursements, record cash receipts, prepare invoices, maintain financial records, and provide responsive support to employees, members, and vendors.

The Accounting Coordinator will support accounts payable and receivable, expense and corporate credit card administration, month-end close activities, audit documentation, and finance systems and processes. This is an excellent opportunity for a collaborative, service-minded professional who takes pride in accurate work, follows issues through resolution, and wants to contribute to the financial strength of an organization advancing excellence in PA education.

Please include your resume and a cover letter when applying for this position. 

This position may be exposed to sensitive and confidential information daily; this individual is responsible for maintaining the confidentiality that knowledge of such warrants. In this position, employees must respect and protect the privacy, confidentiality, and security of all personal information to which they have access in the performance of their duties for PAEA, in accordance with PAEA’s Privacy Policy and the PAEA Employee Handbook that all employees must sign.   

Specific Responsibilities:

Accounts Payable & Expense Operations

• Process, verify, code, and prepare invoices, honorariums, awards, scholarships, and other payments in accordance with established policies and procedures.
• Process employee, Board, volunteer, consultant, and other approved expense reimbursements.
• Support administration of the expense management system, including setting up and maintaining employee, Board member, volunteer, and other authorized user accounts and providing routine user support.
• Administer routine corporate credit card activities, including account setup and closure and follow-up on required documentation.
• Review monthly corporate credit card activity for appropriate supporting documentation and coding and reconcile activity to card statements.
• Maintain vendor records and required documentation, including W-9s, and support annual 1099 preparation.
• Research and resolve routine vendor payment discrepancies and inquiries.

Accounts Receivable & Cash Receipts

• Process and accurately record incoming payments, including checks, ACH transactions, credit card payments, third-party payments, and other payment methods.
• Maintain cash receipt records and related payment logs.
• Prepare manual cash receipt entries and other routine accounts receivable entries, with appropriate supporting documentation, for review and approval by the Accounting Manager.

• Prepare customer invoices and assist with purchase orders, remittance information, and other billing requirements.
• Monitor outstanding receivables and perform appropriate follow-up and collection activities.
• Maintain accurate customer and payment records.
• Process routine exam release requests in accordance with established procedures and approval requirements.
• Research and resolve routine customer account and payment discrepancies.

Month-End & Accounting Support

• Complete assigned transaction-processing activities in accordance with the monthly close schedule.
• Provide transaction documentation and supporting information requested by the Accounting Manager or external accounting provider as part of the monthly close.
• Research transaction-level questions or discrepancies identified during the close process.
• Assist with audit requests by gathering and organizing requested supporting documentation.

Finance Systems & Process Support

• Use finance systems, including Sage Intacct, Bill.com, Nexonia, Salesforce, and other platforms, to perform assigned responsibilities.
• Participate in testing system updates or process changes affecting assigned responsibilities.
• Maintain procedures, checklists, and documentation for assigned processes.

Customer Service & Cross-Functional Support

• Provide responsive and professional Finance support to employees, members, customers, vendors, and other stakeholders, consulting the Accounting Manager when additional review, guidance, or escalation is needed.
• Respond to questions regarding invoices, payments, reimbursements, expense reports, account balances, payment status, coding, and other routine Finance matters.

• Research questions and follow issues through resolution, involving the Accounting Manager when additional review or guidance is needed.
• Communicate unresolved issues, unusual transactions, or anticipated delays to the Accounting Manager.

Other Duties 

The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice.    

Required Qualifications, Knowledge, Skills, and Abilities 

• 2–3 years of experience in accounts receivable, accounts payable, bookkeeping, or general accounting.
• Proficiency in Microsoft Excel and experience with accounting software and financial systems.
• Strong attention to detail and organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Excellent communication and interpersonal skills, including the ability to communicate effectively with nonfinancial audiences.
• Experience handling confidential information with discretion and professionalism.

Preferred Qualifications, Knowledge, Skills, and Abilities 

• Experience with Salesforce, Sage Intacct, Nexonia, Emburse, or similar systems.
• Familiarity with nonprofit financial operations.
• Prior experience in association environments.

ADA Specifications 

• Must be able to perform essential duties satisfactorily with reasonable accommodation.    

Travel Requirements 

This position requires periodic travel to assigned organizational events, including the annual staff retreat.  

 Work Environment & Benefits 

This position is remote, with no in-office presence required. 

PAEA offers competitive compensation and benefits that reflect the external market and support internal equity. The hourly range for this position is $29–$32. The benefits package includes health, life, and disability insurance; paid time off and holidays; a 403(b)-retirement plan with an 8% employer contribution; a monthly wellness stipend; professional development funding and tuition assistance.

Work Authorization or Security Clearance Requirements  

The individual in this position must be authorized to work in the United States.  

Fairness and Accessibility  

PAEA is committed to fairness and accessibility in all areas of its business activities, including employment, management, procurement, and contracting. As such, it is the policy of PAEA to afford equal opportunity in employment and contracting without regard to race, color, national origin, sex, religious preference, age, sexual orientation, genetic information, gender identity, status as a parent, disability, veteran or any other status protected by applicable US law.