Accounts Payable Analyst

Position Title :

Accounts Payable Analyst

Position Type : Regular

Regular

Hiring Range :

$22.02-$25.31 per hour, commensurate with experience

Pay Frequency : Hourly

Hourly

A.POSITION PURPOSE

The primary function of this position is to provide timely and accurate payments to outside vendors and SCU faculty and staff.

Responsibilities include processing payment of Purchase Orders, Payment Requests, expense reports, and processing pay cycles.

B.ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Review and process payment of purchase orders (PO), payment requests, and expense reports

Match PO receipt, price, and quantity against invoices

Ensure disbursements to vendors are processed timely and accurately.

Ensure employee reimbursements are processed timely and accurately.

Ensure appropriate sales tax is charged on invoices or use tax is paid to the State for payment of products

Ensure proper tax withholding in accordance with State and Federal laws for payment of services

Follow accrual and prepaid procedures for products received and services rendered outside current fiscal year

2. Distribution of Non-PO invoices

Identify appropriate end user and send e-mail notification or establish direct contact upon receipt of invoice

Forward invoices to appropriate departments for processing payments

3. Process Interface Files

Receive and upload interface files from SCU Libraries

Match invoices with vouchers and process payments

Ensure appropriate sales tax is charged or use tax is paid to the State

4. Process Pay Cycles

Ensure AP payments are processed in a timely manner using scheduled payment due date either by paper check or by ACH

Ensure positive pay file is properly processed for paper check pay cycles

Notify appropriate accountants to upload check files for check printing

Provide vouchers and supporting documentation to accountants responsible for matching documentation to paper checks and ACH payments

Maintain and update pay cycle registers

Work with the bank and other accounts to resolve any payment inquiries and adjustments

5. Create, update and maintain vendor files

Obtain IRS form W-9 from new vendors

Contact vendors to verify all banking information received is valid and correct

Input relevant new vendor information into the system

Ensure vendors are correctly coded for 1099 / 1042 tax withholding and reporting

6. Respond to vendors payment inquires and disputes

Research payment status and respond to vendor via email or phone

Expedite payments as needed

7. Work with employees to resolve payment issues

Respond to expense report audit and payment issues

Reach out to employees who owe SCU for personal expenses

8. Maintain Vendor Account Statements

Research outstanding invoices from vendors’ monthly statements

Contact vendors to request copies of outstanding invoices and provide payment information for paid invoices

Forward invoices to appropriate departments for payment processing

9. Other Responsibilities

Assist in processing of 1099 and 1042 reporting at year end

Assist in testing of system upgrades

Assist in special projects as needed

Review and Update AP procedures

Create adjusting entries / voucher corrections as needed

Work with purchasing, receiving, vendors, and other departments to resolve payment, invoice, and PO issues

D. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1.Knowledge

• Accounts payable system experience with large ERP system such as PeopleSoft, Workday, or Oracle preferred
• Excellent computer skills (Excel, Word, Access, etc.)

2.Skills

• Excellent oral and written communication skills
• Ability to work well independently
• Detail oriented and organized
• Excellent interpersonal skills
• Excellent customer service skills

3.Abilities

• Proven problem-solving and analytical skills, including the ability to identify a problem, develop a solution, and implement that solution in cooperation with others or independently.
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines as required.
• Strong customer service focus with an emphasis on outreach to departments; ability to listen to and understand the unique needs of each department.
• Possess a high degree of initiative, attention to detail and follow through, as well as ability to adjust to changing requirements and priorities.
• Commitment to understand and willingness to support Santa Clara University’s distinctive Jesuit educational vision and institutional values of competence, conscience and compassion in pursuit of its mission and goals.

4.Education

Bachelor’s degree in Accounting or Finance preferred, or equivalent work experience

5.Years of Experience

At least 2 years of relevant accounts payable experience

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.

A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, vendors or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.
1 day ago