Accounts Payable Specialist

Position Summary

The Accounts Payable Specialist processes vendor invoices and prepares accurate, timely payments for the University. The position verifies approvals and supporting records, resolves discrepancies with vendors and campus departments, maintains reliable accounts payable data, and follows established controls for financial information and disbursements. The Specialist works under the direction of the Disbursements Manager and may receive functional guidance from the Controller. This position has no assigned supervisory duties.

Essential Responsibilities

• Receive and review invoices, credits, and payment requests; confirm required approvals, invoice details, account coding, payment terms, and supporting documentation before entry.

• Match invoices to purchase orders and evidence of receipt when applicable. Work with Procurement, faculty, staff, and vendors to resolve price, quantity, tax, or other billing differences.

• Enter, review, and track transactions in the accounts payable system; check for duplicate invoices, accuracy of extracted or imported data when used, and completeness of the electronic record.

• Prepare invoices due for payment and payment batches for authorized review and release. Apply available discounts, review applicable tax treatment under University procedures, and monitor due dates.

• Maintain vendor records and required tax documentation. Follow established verification and approval procedures for new vendors and changes to addresses or payment instructions; promptly escalate unusual requests.

• Research vendor statements, credits, refunds, returned payments, voids, and stop payment requests; document adjustments and resolve outstanding balances.

• Reconcile accounts payable records and investigate exceptions; assist with month-end and year-end close, audit requests, and vendor tax reporting as assigned.

• Respond to vendor and campus inquiries clearly and promptly while protecting confidential financial and personal information. Maintain organized records in accordance with University procedures.

Qualifications

Required Qualifications

• High school diploma or equivalent and relevant accounts payable, bookkeeping, or accounting experience; an equivalent combination of education and experience will be considered.

• Ability to review financial documents, enter and reconcile transactions accurately, and meet recurring deadlines.

• Working proficiency with spreadsheets, email, and accounting or enterprise systems; ability to learn the University’s software and electronic workflows.

• Sound judgment in handling confidential information, following approval controls, and escalating discrepancies or suspected payment fraud.

• Clear written and verbal communication and the ability to work effectively with vendors and colleagues across the University.

Preferred Qualifications

• Associate or bachelor’s degree in accounting, business, or a related field.

• Experience with accounts payable in higher education or another organization with purchasing, fund, or departmental accounting.

• Experience with electronic invoicing and payments, vendor maintenance, Form W-9 records, and support for Form 1099 reporting.

• Intermediate Excel skills, such as filtering, lookups, and reconciliation of data exports.

Working Relationships and Scope

Works closely with the Disbursements Manager, Controller’s Office, Procurement, faculty, staff, and vendors. The role prepares and reviews transactions within assigned authority; final approval and release of payments follow University procedures.