Accounts Payable Specialist

Special Instructions to Applicants

Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

The Accounts Payable Specialist is responsible for the disbursement of all funds in accordance with donor intentions. This position manages all accounts payable processes, processes payments, makes daily deposits, and prepares monthly reconciliation of the Education and General Budget.

Primary Job Duties and Responsibilities

Responsible for the timely processing of all disbursements from Foundation funds. Enters Financial Services invoice requests in system and manages employee credit card submissions. Reviews invoice requests for accuracy and completeness, proper approvals and consistency with fund purpose. Communicates issues and provides assistance to submitters. Analyzes disbursement requests to determine if accrued expenses, prepaid expenses, use tax, taxable compensation, property accounting or grant reporting is applicable, ensuring proper coding in the system.

Processes and posts checks. Sends weekly reports to University Tax Compliance and Property Accounting. Works with payees of old outstanding checks, coordinating with the Manager of Financial Services to process voids and re-issues checks as needed. Prepares IRS Form 1099s.

Creates new vendors in financial system. Provides training on use of the accounts payable system.

Makes daily cash deposit and notifies the Staff Accountant when deposit-related journal entries are needed.

Maintains records and prepares a monthly reconciliation of the Foundation’s Education & General Budget account with the University, and prepares and imports related journal entries. Distributes reports to Foundation budget authorities for review and approval of charges. Prepares and updates HR Awards encumbrance journal entry. Maintains accurate records for insurance premium receipts and payments, including invoicing donors, verifying billing from insurance companies, and preparing invoice requests for payment.

Prepares and distributes monthly accounts payable operating budget reports to University staff, accounts payable appeal code reports to Foundation staff and Education and General Budget expense reports to Foundation and University staff.

Performs other duties as assigned.