Accounts Payable Coordinator IV

Responsibilities

• Prepares, records, verifies, analyzes and reports accounts payable/receivable transactions.
• Pays vendor invoices and receives and posts customer payments on a timely basis.
• Maintains and reconciles accounts payable/receivable ledger accounts, financial statements and reports.
• Pays analyses and reconciliations of bill runs to detect fraud.
• Ensures that transaction entry verification procedures are followed.
• May prepare and deliver low-volume customer billing and responds to resulting queries.

Requirements

• Prepares invoices for payment as appropriate.
• Determines and confirms appropriate coding and enters data into systems in a timely and accurate manner.
• Maintains and monitors workflows/work queues to ensure any rejects or problems are resolved in a timely manner.
• Solves invoicing and payment problems, including timely and professional responses to all phone calls, emails, and faxes.
• Follows up thoroughly until items are processed and removed from supplier statement.
• Works with suppliers and departments to obtain additional information needed to process outstanding invoices and credit memos.
• Investigates and thoroughly researches transactions as needed.
• Works collaboratively with Purchasing and departments to resolve invoice discrepancies and payment delays.
• Ensures invoices and credit memos are processed in a timely manner.
• Prepares credit memos as needed to ensure overpayments, duplicate payments, and other unapplied cash with suppliers can be realized by UR.
• Reviews supplier statements for outstanding activity.
• Proactively works with critical suppliers regarding statements of open activity on a weekly basis.
• Provides status updates and discrepancy details, as well as working directly with departments and suppliers to resolve discrepancies in a timely manner.
• Reviews invoices older than one month to ascertain if previously processed and follows up with suppliers and departments as appropriate.
• Investigates invoice status to ensure there were no technical issues.
• Clarifies payment data with supplier and resolves misapplied payments.
• Verifies contact information, such as remit to address, phone, contact name, email address, electronic banking information, etc. with suppliers.
• Provides updates to appropriate AP staff.
• Participates in evaluation of suppliers to determine if invoices are being sent directly to AP and what obstacles may exist to transition them to sending directly.
• Actively participates in department/team staff meetings and training sessions.
• Serves as a resource for other staff.
• Provides training to new staff and re-trains or cross-trains existing staff.
• Assists in problem identification and resolution.
• Compiles and provides feedback to leadership regarding improving processes and updating policies.
• Creates and updates procedures and training guides in a timely manner.
• Assists in creating recommendations and the implementation of objectives, programs, and procedures to enhance services of the department.
• Participates in projects as assigned.
• Provides coverage on tasks for absences or heavy volumes in other areas.
• Assists in working with Purchasing to enhance relationships and ensure the best billing procedures are in place with University suppliers.
• Responsible for timely reporting to supervisors with regards to weekly productivity, recurrent department or supplier issues, supplier statement status and supplier credit hold situations.

Qualifications

• Associate's degree and 4 years of related work experience required
• Or equivalent combination of education and experience

Skills

• Ability to thrive in a high-volume work environment
• Excellent customer service skills
• Superior organization skills
• Proficiency with Microsoft Excel