Accounts Payable and Business Office Coordinator

Under the direction of the Accounting Manager, the Accounts Payable and Business Office Coordinator performs full-cycle accounts payable duties and provides front-line support for student accounts, cash receipts, and general Business Office operations.

Responsibilities

Accounts Payable

• Receive, review, code, verify, and process invoices, check requests, and other payment documentation in accordance with University policies and approval requirements.
• Manage the invoice workflow and communicate with department managers regarding timely submission, coding, documentation, and approval of invoices.
• Prepare and distribute weekly accounts payable payments and related reports; maintain accurate records of invoices, payments, credits, and expenditures.
• Review and process employee expense reimbursements, purchasing-card and credit-card activity, and supporting documentation.
• Maintain vendor records, including W-9 collection, new-vendor setup, vendor changes, and annual 1099 preparation and processing.
• Research and resolve invoice discrepancies, duplicate payments, vendor statement differences, credit memos, stop payments, and purchase-order amendments.
• Verify and post accounts payable transactions to the accounting system and assist with reconciliations, month-end close, audit requests, and record retention.
• Regularly review accounts payable procedures, recommend process improvements, and train employees on invoice and payment processes.

Student Accounts, Cash Receipts, and Billing Support

• Serve as a primary Business Office contact for students and families regarding account balances, monthly statements, payment activity, payment plans, and Transact or myMountMary account questions.
• Research and help resolve student-account issues in coordination with Business Office accountants, Financial Aid, the Registrar, and other departments.
• Maintain payment plans, update billing schedules, prepare monthly invoices and correspondence, and assist in preparing current and former student accounts for collection activity.
• Receive and accurately record student tuition payments and other University receipts, including online and in-person payments.
• Post and close daily cash receipts, prepare deposits, maintain the daily deposit worksheet, and support reconciliation of receipt activity.
• Maintain campus petty cash in accordance with University policy and provide appropriate documentation and balancing.
• Setup and run student charges including student billing.

Business Office Service and Administrative Support

• Provide welcoming, timely, and professional service to students, faculty, staff, vendors, and other internal and external customers.
• Answer the main Business Office telephone and email and provide front-desk coverage during designated office hours.
• Protect confidential student, employee, banking, vendor, and University information.
• Apply University policies and procedures fairly and consistently and promptly elevate exceptions or control concerns.
• Proactively support Business Office workflow, cross-train in related functions, and perform other duties, special projects, or responsibilities as assigned.

Internal Control Expectation

The position follows established segregation-of-duties requirements and may not approve its own transactions, independently authorize vendor banking changes, or release payments without required secondary approval.

Requirements

• Associate degree in accounting, business, finance, or a related field, or an equivalent combination of education and relevant experience.
• At least two years of accounts payable, accounting, student accounts, cashiering, or comparable Business Office experience; higher-education experience is preferred.
• Working knowledge of accounting fundamentals, accounts payable practices, documentation standards, and basic internal controls.
• Proficiency with Microsoft Office, particularly Excel, and experience using accounting, ERP, invoice-workflow, payment, or database systems; Jenzabar and Transact experience is preferred.
• Strong attention to detail, numerical accuracy, organization, prioritization, and problem-solving skills.
• Excellent written and verbal communication skills and demonstrated customer-service ability with diverse students, employees, managers, and vendors.
• Ability to manage recurring deadlines and interruptions in a fast-paced, multi-tasked environment.
• Demonstrated integrity, discretion, and ability to handle confidential information.