Accounts Payable Specialist

If you are a current University employee, please use the internal career site to apply for this position.

Job Description

This posting is for a full-time, 12-month, exempt position. This position is responsible for ensuring the accuracy of all invoices and supplier documents and submitted into the Workday system by employees and students. Excellent communication and analytical skills are required and the ability to work well with diverse groups. Ability to prioritize, multi-task, and be self-motivated.
 

Essential Functions

This position requires regular, predictable, reliable attendance in the office environment.

1.    Monitor the AP email account and ensure timely, professional responses to all inquiries.
2.    Review and process all supplier invoices with accuracy, compliance, and proper documentation.
3.    Maintain organized, audit ready records for all Accounts Payable activity.
4.    Digitize and archive paper invoices to ensure complete electronic documentation.
5.    Monitor lease, annuity, and service agreements; prepare related contracts and invoice schedules.
6.    Review weekly settlement reports and determine which payments should be included or withheld.
7.    Prepare checks for pick up or mailing and ensure proper handling and security.
8.    Respond promptly and professionally to supplier inquiries and payment questions.
9.    Review, analyze, and prepare annual 1099 documentation (MISC, NEC, DIV, R).
10.    Collaborate with employees and students on financial projects, questions, or analyses.
11.    Monitor outstanding invoices and follow up to ensure timely submission and processing.
12.    Review supplier statements and request missing invoices as needed.
13.    Prepare special reports, reconciliations and financial summaries as requested by the supervisor.
14.    Assist with budget analysis, amendments, and troubleshooting for campus departments.
15.    Maintain and update job aids, process documentation, and training materials.
16.    Support audit requests by providing documentation, explanations, and reconciliations.
17.    Administer supplier ACH setups and update Workday supplier records accordingly.
18.    Serve as backup for student refunds and other payment processes as needed.
19.    Monitor match exceptions in Workday and resolve invoice discrepancies.
20.    Perform other duties; prepare special reports as requested by supervisor.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies
1.    Technical Capacity
2.    Attention to detail
3.    Personal Effectiveness/Credibility
4.    Thoroughness
5.    Collaboration Skills
6.    Communication Proficiency, excellent customer service skills
7.    Flexibility, able to work with frequent change, delays or unexpected events

Supervisory Responsibility

This position will supervise the accounts payable student worker. 

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.  

Position Type and Expected Hours of Work
This is a full-time 12-month position, and general hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m. 

Travel
No travel is expected for this position.  

Required Education and Experience
1.    High school diploma is required.
2.    One to three years of relevant Accounts Payable experience.
3.    Proficient in Microsoft Office; specifically Excel and Word.

Preferred Education and Experience
1.    Two to three years of administrative office experience.
2.    Some accounting / business college experience.
 

For optimal consideration of your applicant file, faculty applications must include a cover letter; current Resume or Curriculum Vitae; a statement of teaching philosophy; and the contact information for three professional references with your application. Staff applications must include a current Resume or Curriculum Vitae and cover letter with your application.

The University of Findlay is an Affirmative Action/Equal Opportunity Educator and Employer. It is the university's policy to prohibit discrimination and provide equal opportunity to all employees and applicants for employment, without regard to their race, sex (including gender identity/expression), color, religion, ancestry, national origin, age, disability, veteran status, military or sexual orientation.