AR/AP Coordinator

Title: AR_AP Coordinator

Position Reports To: Chief Financial Officer

Direct Reports: None

About Butterfly Pavilion: At Butterfly Pavilion, we transform the way people think about invertebrates. These small but mighty animals that surround us are so much more than people think. They are everywhere because everything depends on them. They are the hidden heroes of the animal kingdom. As a leader in invertebrate knowledge, Butterfly Pavilion works to foster an appreciation of these critical animals by educating the public about the need to protect and care for threatened habitats globally, while conducting research for solutions in invertebrate conservation. Whether it is providing unique, hands-on learning experiences in our exhibits and educational programs, conducting new research that sets the standard for zoos across the country or building innovative solutions for species and habitat conservation in countries around the world, Butterfly Pavilion is leading the way in ensuring invertebrates are protected for the future.

Butterfly Pavilion is a nonprofit organization that generates roughly $10 million in annual revenue with a workforce of 70-100 employees and over 700 volunteers depending on the season. During 2023, 427,000 people visited Butterly Pavilion.

A large part of who we are as an organization is how we interact with each other.  Valuing our facility, guests, donors, and our team is a priority, without these puzzle pieces we can't make it all work, these Core Values guide us throughout our day.  We Love What We Do at Butterfly Pavilion, we Make Science Cool by Going Above and Beyond for all guests, donors, and team members while also Leading Change in invertebrate conservation.  We Know Our Stuff and work to have a healthy culture by Being Positive and Welcoming to All.  These aren't just words, but words for us to live by here at Butterfly Pavilion.   

FLSA classification: Full Time, Non Exempt 40 hours per week

Salary/Hourly Rate: $25-$30 per hour depending on experience plus benefits 

About our Future Accountant: The ideal candidate for Butterfly Pavilion's AR_AP Coordinator position is an individual that has 2-4 years of small department accounting experience. This person is fast paced, accurate, organized, and has an eye for detail. They are committed to providing outstanding customer service internally as well as externally.

Position Summary: The Butterfly Pavilion AR_AP Coordinator is responsible for managing the organization's accounts receivable and accounts payable processes ensuring accuracy, efficiency and compliance with accounting standards.

Essential Functions & Responsibilities:

Accounts Receivable:

• Process customer payments, including credit card transactions, checks, and ACH deposits.
• Prepare deposits.
• Generate and send customer invoices accurately and timely.
• Monitor accounts receivable aging and follow-up on overdue payments.
• Maintain accurate customer records.
• Assist in month-end closing activities related to accounts receivable.

Accounts Payable:

• Process vendor invoices accurately and efficiently.
• Ensure supporting documentation is provided and accurate GL coding for all credit card transactions.
• Review all expense reimbursements for appropriate documentation and approvals.
• Verify coding, approvals, and appropriate documentation for all invoices.
• Reconcile vendor statements and resolve discrepancies.
• Respond to vendor inquiries in a timely and professional manner.
• Assist in month-end closing activities related to accounts receivable.

Compliance and Controls:

• Ensure compliance with internal controls, accounting standards, and company policies.
• Assist in audits by providing requested documentation and explanations.
• Participate in the development and implementation of accounting policies and procedures to enhance accuracy, timeliness, and effectiveness.
• Other duties as assigned. 

Competencies:

• Department Knowledge - Demonstrates knowledge and understanding of key aspects of the department and position.
• Detail Oriented - Completes work accurately and on-time.
• Communication - Displays effective communication and interpersonal skills.
• Teamwork - Ability to work independently and cooperatively with others (staff and volunteers) as part of a team.
• Initiative - Takes action before being asked, identifies what needs to be done
• Decision Making - Ability to make decisions in a timely manner. Selecting logical choice from available options by considering all alternatives, forecasting the outcome of the options, and determining which is best for the situation.
• Ethical Conduct - Adheres to the values, standards, or rules of behavior that guide procedures and decisions that contribute to the welfare of the organization and its stakeholders or partners.

Qualifications/Experience:

• General ledger experience required.
• Proficient technology skills, including advanced skills with Microsoft Office, especially Excel and Word
• Experience with QuickBooks Online, Bill.com and Ramp or other expense reimbursement and workflow management tools is essential. Experience with ATMS /Vantix preferred but not essential.
• Nonprofit experience highly preferred.

Work Environment / Physical Requirements: While performing the responsibilities of this position, these work environment characteristics are representative of the environment the position will encounter.  Reasonable accommodation may be made to enable people with disabilities to perform this position's essential functions.  

At Butterfly Pavilion, the employee is occasionally exposed to moderate to loud environmental noise for extended periods of time. 

While performing the responsibilities of this position, the employee is required to see, talk, and hear. The employee is often required to sit and stand, use their hands and fingers, to handle/feel/grasp. The employee is occasionally required to reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. Employees should be able to lift, carry and items up to 50 lbs.  

How to Apply: Butterfly Pavilion is an Equal Opportunity Employer and encourages people of all backgrounds to apply for open positions and does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or veteran status.  Applicants must submit a Resume and Cover Letter to the following link: https://www.applicantpro.com/openings/butterflies/jobs/3334069-20970

Position is open until filled.   

 No phone calls or drop-ins please.   

Salary : $10