Accounts Payable Analyst

About the role

The Controller's Division Missions are: Account for all financial resources and provide advice to administrators, faculty, and students to support the University's overall mission of instruction, research, and healthcare services; Manage the investment of all University funds to ensure maximization return on investments; Receive and deposit all funds due to the University in a timely manner; Ensure compliance with both internal and external regulations, policies and procedures; Maintain and process the University payroll, accounts payable, and travel disbursements efficiently, accurately, and timely; Prepare financial and statistical information to the University management, federal and state agencies, and other interested parties; Maintain the University's accounting and financial reporting systems.

Responsibilities

• Audit and pay invoices
• Responsible for auditing and payment of invoices relating to the institution Purchase Orders and Payment Requests in a timely manner. Audit shall include account code appropriateness, supporting documentation, and AU/BOR/State/Federal compliance with expense policies. Maintain daily workload to process payment request documents that require analysis, approval and expeditious distribution. Analysis includes but not limited to completeness, accuracy, appropriateness and compliance with AU/BOR and State policies and procedures related to fund and account. Communicate any discrepancies with various departments, i.e. vendor, third-party organization (s).
• Resolve outstanding payment issues
• Proactively seek resolution for outstanding payment issues. These actions include resolving price discrepancies, vendor disputes and payment release issues. These include but are not limited to solving invoice discrepancies and reconciling data from Purchasing, Receiving, Financial Accounting, Facilities Planning and Budget and Finance areas.
• Ensure customer satisfaction
• Responsible decision making to ensure appropriate resolution of customer problems and needs. Coordinate verification of receipts for items and/or capital equipment. Verify that the end user received the item(s) listed on a given invoice and/or purchase order; that the specifics of each item and the quantity are correct, and that no damages occurred. Ensure that the installation was completed by the company to the end users satisfaction. This includes verifying Receiving and Distribution had the items received in the PSFIN.
• Audit and pay check requests
• Responsible for auditing and payment of AU Check Requests. Ensure compliance with IRS accountability.
• Maintain daily workload to process payment request documents that require analysis, approval and expeditious distribution. Analysis includes but not limited to completeness, accuracy, appropriateness and compliance with AU/BOR/State/Federal policies and procedures related to fund and account. Communicate any discrepancies with various departments, i.e. vendor, third-party organization (s).
• Record retention
• Organize, update, and retain invoice information files and voucher audit records. Demonstrate continuous efforts to improve our operations, decrease turnaround times, streamline work processes and work cooperatively and jointly, within and without the organization to provide exceptional customer service.
• Audit and pay employee travel
• Review, audit and process employee travel reimbursements and direct bill invoices for AU. Audit includes compliance with AU/State/BOR/Federal policies. Communicate any discrepancies with various departments and travelers. Ensure State, Federal, and AU policies are adhered to.
• Other duties as assigned

Required Qualifications

• High School diploma or GED from a recognized state or federal accredited organization is required plus 4 years of accounting/financial support experience.
• or Associate's degree from an accredited college or university with 2 years of related experience.
• or Bachelor's degree from an accredited college or university.

Preferred Qualifications

• Preferred Experience
• Relevant experience with, and understanding of, PeopleSoft v9.2 Accounts Payable Module or SAP ERP (Enterprise Resource Planning System); Familiarity of contract administration.
• Additional Preferred Qualifications
• This position must be able to communicate effectively and efficiently via in-person, phone, email and via messaging. They must have the verbal skill to meet this requirement. This position needs to be able to use a computer to type and use a mouse, so they need the manual dexterity and touch senses. They also need to have memory for details to process payments and coordinate payment approvals.
• Co-worker cross-training and backup functions; campus staff and faculty, and external institution customers and vendors.