Job Title: Accounts Payable Assistant
Classification: C4
Department: Accounting Business Office
Updated: January 2019

Job Summary

Provide direction and improvements to the university payment systems. Reviews and processes accounts payable in compliance with the accounting practices and policies of the university.  

Essential Functions

System Related:

• Maintain and coordinate training for departments use of an imaging system in the assistance of invoice payments.
• Monitor the Accounts Payable workflows in the imaging system for issues, backups and problems.
• Assist and consult on the implementation of new payables software and Banner systems.
• Maintain, monitor and resolve the quarterly accounts payable aging report.

Office:

• Assist the Associate Controller in providing direction and vision for the Accounts Payable office.
• Act as liaison between the Controllers office and the university departments in troubleshooting operational payables questions, responding to concerns and solving problems.
• Coordinate and supervise the work of temporary payable employees.

Payment Processing:

• Review and interpret all invoices, payment requests, and credit memos for accuracy and compliance with the accounting practices and policies of the university.
• Reconcile invoices, payments, and credit memos to applicable purchase orders.
• Interpret and calculate vendor discounts.
• Review and resolve finance charges.
• Input payables related documents into a Banner system for production of payables checks to all university vendors, suppliers, and contractors.
• Process manual payables checks when needed.
• Process semi-annual Medigap reimbursement checks for the university retirees.
• Translate various payables and purchasing forms in the Banner system to troubleshoot check issues.
• Verify errors and issue correcting journal entries, as requested, for department budgets.
• Responsible for processing highly sensitive and confidential documents on a daily basis.

Vendors:

• Monitor and update vendor files.
• Review and set up current and new vendors for IRS compliance.
• Setup and assist vendors with the EFT payment system.
• Work directly with the university vendors, suppliers, and contractors to resolve payment issues.

Accounting:

• Review Open Commitments report and resolve issues in preparation for the university fiscal year end closing.
• Assist with the scheduling and coordination of payables check runs during the fiscal year end closing.
• Audit all university departmental purchasing card accounts for compliance with the universities procurement policies and procedures.

Non-Essential Functions

Not Applicable

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Typing and spelling competency.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills. 
• Demonstrated experience to successfully use a variety of computer software applications.
• Demonstrated experience to successfully work independently, organize own work, and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Preferred Qualifications

• Bachelor’s degree.
• Higher education work experience.
• Experience with administrative applications.
• Experience with computer system conversions.

Supervision Received

Receives minimal supervision from a designated supervisor.  Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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