Accounts Payable Coordinator – Part-Time

Woods Hole Oceanographic Institution


Posted: 03-Dec-23

Location: Woods Hole, Massachusetts

Type: Full-time

Salary: Open



Internal Number: 2216

Job Summary

The Woods Hole Oceanographic Institution is seeking an Accounts Payable Coordinator – Part-Time to join the Accounts Payable team. This position reports to the Supervisor, Accounts Payable. As a member of the Accounts Payable Team you are primarily responsible for the efficient and timely processing, review & input of vendor invoices into the Institution’s ERP system. This will include both vendor invoices and employee expense reimbursements through the Institution’s credit card platform. This position requires strong collaboration across many departments within the Institution.

This is a non-exempt, half-time position and is eligible for benefits.

Essential Functions

  • Process, review and input vendor invoices to the Institution’s ERP System to include:
    • Matching Vendor Invoices to Purchase Orders & perform checks for mathematical accuracy (price, terms of payment & other charges)
    • Process non PO invoices as necessary
    • Ensure correct GL coding on all invoices & ensure compliance with UG audit requirements where necessary
    • Collaborate and coordinate with Procurement on PO receipt & update of PO status once the PO is fulfilled
    • Work inter departmentally for invoice approval and/or additional information necessary to record the invoice correctly in the ERP system
  • Respond to vendor inquiries on all vendor account related items – payment status, credit/debit memos, invoice receipt, tax exemption questions.
  • Liaise with Institution staff on questions on invoices/payments for Accounts payable
  • Assist with annual audits in preparation of audit support documents as requested
  • Assist with other projects as needed
  • Demonstrate commitment to customer service working as part of the team to support both science and administration.

Non-Essential Functions

Performs other duties as deemed necessary.

Education & Experience

High School Diploma or equivalent required.

Associates or Bachelors degree preferred.

1-5 years of vendor invoice processing, matching, and reconciling; vendor account reconciliation & analytical skills.

Large ERP (Netsuite, Great Plains, Workday) experience preferred.

Must have demonstrated skills with Microsoft Office products and relational databases; demonstrated ability to work effectively and build relationships with department managers and customers.

Strong interpersonal, communication and organizational skills essential, along with demonstrated personal initiative and willingness to learn and share the learning.

Must be organized and a self-starter. Seeks external opportunities for professional development and training.

Physical Requirements

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently. Other physical tasks are mostly sedentary; use of hands for basic/fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.

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