Human Resources

Title: Accounts Payable Assistant
Classification: C4
Department: Accounting Business Office

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 ERP 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 an ERP 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 ERP system to trouble shoot check issues.
  • Verify errors and issue correcting journal entries, as requested, for department budgets.
  • Responsible for processing highly sensitive and confidential document son a daily basis.
Vendors:
  • Monitor and update vendor files.
  • Review and setup 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:
  • None
Required Qualifications:
 
  • High school graduate.
  • Minimum of four years related experience. Related college course work may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully operate office equipment.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully use various computer software applications.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.
  • Demonstrated experience in problem solving skills.
  • Attention to details and accuracy in data entry skills.
Preferred Qualifications:
 
  • Bachelor’s degree.
  • Higher education work experience.
  • Experience with administrative applications.
  • Experience with computer system conversions.
Supervision Received: 
Supervised by a designated supervisor, but is expected to work independently and apply appropriate policies and procedures within the assigned area of responsibility.
 
Supervision Exercised:
Act as lead worker to other COT staff members within the department/unit/division/ May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COTs, but is not the decision maker.
 
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.

Revised Date: February 2013 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.