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• Maintain open purchase order files, review for outdated and open purchase orders.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.