Accounts Receivable and Payables Specialist

Chartered by the state of Georgia in 1785, the University of Georgia is the birthplace of public higher education in America and the state’s flagship university. The main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,100 faculty and more than 7,700 full-time staff, with enrollment exceeding 41,000 students across 19 schools and colleges.

About the Department

The Auxiliary Finance department supports the university's auxiliary services, including Parking, Dining, Campus Transit, and the Golf Course.

Responsibilities

• Payments, Billing & Invoicing (30%)
  • Set up new customers with approvals, business units, and billing information (billing codes) to ensure proper accounts receivable billing.
  • Ensure accurate customer, chartstrings, documentation, and supporting details prior to billing.
  • Prepare, review, and issue invoices for internal and external customers, including applicable sales tax treatment.
  • Process recurring or scheduled billings and maintain updated billing records.
  • Prepare accounts payable payment requests to support the accounts payable function.
  • Assist with travel authorities and designated travel expense reports.
  • Prepare purchase requisitions and assist with receipting invoices for purchase orders with appropriate approvals.
• Payment Processing & Application (20%)
  • Collect outstanding items and record/apply payments (checks, ACH, wire, credit card) in the financial system.
  • Reconcile deposits against billings and supporting documentation.
  • Assist in accounts receivable and accounts payable analysis, including billing/invoice processes and intra-departmental transactions, and aging of outstanding AR/AP invoices.
  • Resolve unapplied or misapplied payments promptly.
  • Resolve miscodings of accounts payable transactions in a timely manner via the general ledger.
• Monitoring & Reconciliation (20%)
  • Maintain accounts receivable ledger activity and perform monthly reconciliations to the general ledger.
  • Reconcile accounts payable vendor statements to general ledger payment details and provide outstanding AP/AR reporting to Auxiliary Finance leadership.
  • Review transactions to ensure proper classification and compliance with UGA policy.
  • Prepare intra-departmental adjusting, correcting, or reclassifying journal entries as needed.
• Collections & Customer Account Follow-Up (15%)
  • Execute 30/60/90-day follow-up procedures.
  • Set up new customer information and billing codes for billing purposes.
  • Serve as the primary contact for customer billing or payment inquiries.
  • Coordinate with departments to resolve disputes or discrepancies.
• Reporting & Month-End Close Support (10%)
  • Prepare/coordinate AR and AP aging reports, summaries, and month-end supporting schedules.
  • Assist with revenue analysis, fluctuation reviews, and year-end tasks.
  • Complete assigned journal entries and checklists.
  • Prepare general ledger journals for internal departmental billings (e.g., Parking, Dining, Campus Transit, Golf Course).
• Internal Controls, Documentation & Compliance (5%)
  • Maintain separation of duties across accounts payable invoices, accounts receivable billing, receipting, and reconciliations, consistent with UGA best practices.
  • Ensure documentation meets audit and retention standards.
  • Support adherence to State, Federal, USG, and UGA financial policies.

Requirements

• Associate’s degree or equivalent and 2 years of related experience.

Preferred Qualifications

• Effective writing and communication skills for collaboration with Auxiliary Services personnel, other university departments (e.g., Accounting, Payroll, Procurement), and external stakeholders.
• Analytical skills for reviewing financial data, trends, and fluctuations.
• Ability to prepare and complete reconciliations of general ledger accounts with minimal supervision.
• Proficiency in Microsoft Office products, particularly Excel, and experience with university querying and reporting tools.

Skills

• Communication and customer service.
• Reconciliation and financial analysis.
• Microsoft Office (Excel, Access) and reporting tools.

Physical Demands

• Standard office environment with extended periods of sitting at a desk or standing.
• Occasional lifting/carrying of files up to 30 lbs.

Pay

$35,200–$46,464 annually.

Schedule

• Full-time, 40 hours per week.
• Typical schedule: 8 AM–5 PM, Monday–Friday.

Benefits

• Eligible for benefits as a full-time employee.
• Retirement plan: TRS (Teachers Retirement System of Georgia).

This position is designated as a Position of Trust and involves access to financial resources. A credit check and background investigation, including a criminal background check, are required for employment. Offers are contingent upon satisfactory completion of these checks.