Accounts Payable Specialist

Supervisor: Assistant Controller

Status: Full Time

Hours: Monday - Friday, 8:30am – 5:00pm

Job Location: Longmeadow Campus

Exempt (Yes/No): Yes

JOB SUMMARY:  

Process all accounts payable disbursements in a timely manner in accordance with University internal control procedures

ESSENTIAL JOB FUNCTIONS:

• Research and match invoices to purchase orders with proper approval.
• Maintain W-9’s and ensure new vendors are set up correctly for 1099 reporting.
• Verify proper general ledger account number for the disbursement.
• Ensure proper authorized signatures have been obtained when there is no purchase order.
• Ensure sales tax is not paid.
• Process employee expense reimbursements for travel and other items in accordance with established University policies.
• Key invoices into Jenzabar.
• File paid invoices.
• Maintain open payables and employee travel advance accounts.
• Maintain open purchase order files, review for outdated and open purchase orders.
• Balance weekly check run, print and process checks for mailings.
• Train new employees in proper payable procedures.
• Assist others in the Business Office as needed.
• Assist in annual audit and various University functions as needed.
• Perform annual 1099 reporting.
• Communicates with all departments and outside vendors to resolve problems with invoices and vendor payments.
• Assist with credit card statement reconciliation.
• Continuously identifies, evaluates, and implements process improvements and operational efficiencies to optimize workflow, eliminate waste, and drive business performance. 
• Attend trainings as required.
• Perform other duties and special projects as assigned by Supervisor.

QUALIFICATION REQUIREMENTS:

• Associate’s or Bachelor’s degree in related field preferred.
• 3-5 years experience in an accounts payable role is required, preferably in a university or non-profit setting.
• Ability to perform detailed work and produce accurate results.
• Ability to work independently; organize and prioritize work assignments; perform work with frequent deadlines; and work efficiently and effectively with external pressure to complete assignments.
• Ability to work well in a team environment; establish and maintain effective working relationships with co-workers, faculty, staff, students and vendors.
• Ability to work with and maintain confidential material.
• Strong computer skills and proficiency with Microsoft Office, especially Word and Excel; ability to use a 10-key and/or calculator effectively.
• Excellent written, oral and interpersonal skills.
• Willingness to work flexible and extended schedule including evenings when necessary.

• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.