Accounts Payable Coordinator in Princeton, NJ for Princeton Day School

Princeton Day School is seeking an Accounts Payable Coordinator beginning in June 2025.  Reporting to the Associate Director of Finance, the Accounts Payable Coordinator is responsible for processing check requests, verifying financial data, maintaining accurate and complete records, ensuring timely payments to vendors, and is responsible for managing all aspects of the credit card program (over 100 PDS card holders). This role plays a critical part in maintaining accurate financial records and supporting the overall financial health of the School.

This is a full-time 12-month non-exempt (hourly) position working Monday through Friday from 8:00am to 4:00pm.  This position works 5-days a week in the office located in Princeton, NJ.

For this position, the ideal candidate is expected to:

Accounts Payable:

• Review check requests and invoices for accuracy, proper documentation, and approvals. Follow up with individuals as needed for more information.
• Enter check requests and invoices into the accounting system.
• Process credit memos and apply to outstanding invoices.
• Prepare and process payments (checks, ACH, etc) in a timely manner and submit them to the authorized signers for signature.
• Mail signed checks to vendors with all necessary documentation.
• Manage transactions in the bank account including uploading check information to the bank’s website, monitoring cleared and outstanding checks, issuing stop payments, and approving or denying flagged transactions.
• Follow up with employees and vendors on past due invoices.
• Assist in month-end closing by ensuring all payables are properly recorded.
• Maintain accurate and complete Accounts Payable files
• Oversee the billing and payment of utilities, equipment rental, property taxes, and other regularly recurring invoices.
• Maintain utility usage spreadsheets. Send utility bills to renters.
• Add and maintain vendor records in the accounting system. This includes vendor name, address, completed W-9 Form, and 1099 information.
• Issue Form 1099 to appropriate vendors annually by the filing deadline.
• Process and record petty cash requests
• Ensure compliance with school policies and financial regulations.
• Coordinate transactions to be charged to student accounts with the Student Billing Coordinator.
• Provide tax-exempt certificates for vendor purchases as needed.
• Generate purchase orders for vendors as needed.
• Provide support and guidance to employees. Answer questions about check requests, invoicing, and reimbursements.

Credit Cards:

• Oversee the credit card system in its entirety. This includes, but is not limited to
• Review all credit card transactions in the credit card system for accuracy and proper documentation. Follow up with individuals as needed for more information.
• Follow up with employees that have incomplete transactions.
• Address fraudulent transactions with the cardholder and credit card company.
• Monitor activity for personal purchases. Ensure reimbursement received for personal transactions.
• Add and remove credit card holders as needed.
• Add/modify/remove credit card budgets. Assign approvers to budgets.
• Export and import transactions from the credit card system to the accounting system.
• Maintain a credit card transaction backup documentation file.
• Monitor and process payments to the credit card company.
• Provide support and guidance to employees. Answer questions about transactions, documentation, and the credit card system.

Student Billing and Cash Receipts:

• Reconcile and record monthly student billing transactions and cash receipts in the accounting system.

Accounting and Other:

• Prepare and post journal entries including Accounts Payable, Petty Cash, Credit Cards, Student Billing, General Ledger Account Transfers, and Cash Receipts.
• Prepare and run reports from the accounting system as needed.
• Add/remove/modify users in the accounting system.
• Add/remove/modify General Ledger accounts in the accounting system.
• Add/remove/modify budgets in the accounting system.
• Provide support for audits and any other financial regulatory requests.
• Collect and sort Business Office mail.
• Perform other responsibilities as requested.

Qualifications and Personal Attributes:  

• Associate’s degree required.
• Bachelor’s degree preferred.
• A minimum of 2 years of experience in accounts payable preferred.
• Strong organizational skills and ability to multitask is a must.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality.
• The Accounts Payable Coordinator is part of the Business Office. Must enjoy teamwork, working in an open environment, and willing to support Business Office colleagues as needed.
• Strong attention to detail and accuracy.
• Comfortable working with and learning new technologies.
• Self-starter who can work independently, prioritize tasks, and problem solve as well as take direction from supervisors.
• Knowledge of basic accounting principles and financial reporting.
• Competent with Microsoft Word, Excel, and Google Suite.
• Experience with Blackbaud Financial Edge NXT and Bill.com preferred.

Princeton Day School is the region’s premier independent day school for students from Pre-K through Grade 12. We aspire to create a diverse, equitable and inclusive community in which all members are seen, challenged, affirmed, respected and valued. Nestled on a picturesque 106-acre campus just two miles from Downtown Princeton and with a history dating back to 1899, PDS provides students with unparalleled opportunities for discovery, exploration and innovation and seeks employees who are passionate about their work and who embrace the importance of lifelong learning.

If this sounds like you and you want to be part of a great team, please apply by sending your resume and cover letter to hr@pds.org.

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