Accounts Payable Specialist

Accounts Payable Specialist (Administrative)

The Accounts Payable Specialist maintains payable information by processing data for check writing. This position works with vendors to resolve invoices and reconcile monthly vendor statements. This position performs several accounting activities which include general ledger entries, reconciliations and year‑end audit preparations. This position also provides support to other departments in regard to the purchasing system.

• Monitors downloaded documentation for request for payments and purchase orders entered by departments into the Web Procurement system.
• Follows up with respective departments via e‑mail as needed.
• Compares purchase order and request for payment details with invoice data to ensure proper payment.
• Maintains invoices for check processing weekly.
• Downloads American Express monthly transactions and prepares file for monthly journal entry.
• Processes all vendor credit applications and W-9 form requests.
• Prepares monthly mailing invoice expense allocation, journal entry and check request.
• Processes assigned monthly journal entries.
• Processes year‑end 1099 forms and submits 1096 report to the federal government.
• Maintains and files check copies and documentation.
• Maintains archive of AP check and Accounting Services files and schedules disposal when appropriate.
• Maintains office supply orders and tracks usage of supplies for the Accounting Services department.
• Serves as backup in the Cashier Office as needed.
• Sets an example of a Christian lifestyle for students, staff and faculty.
• Commitment and adherence to Southwest Baptist Universitys Principles and Expectations.
• Other duties as assigned.

• High School Diploma or GED.
• At least one year of clerical experience.
• Proficient in the use of Microsoft Office (Excel, Outlook, Word) and standard office equipment (photocopiers, fax, ten‑key).
• Strong attention to detail.
• Strong interpersonal skills to interact with employees, students and parties external to the University in a Christ‑like manner.
• Effective writing and communication skills.
• Ability to prioritize work and perform tasks independently.

• Prior Accounts Payable training or experience.

Typical office environment with moderate noise (i.e. business office with computers, phones and printers, light traffic).

• Ability to stand, sit, talk, hear and use hands and fingers to operate computer, telephone and other office productivity machinery, such as calculator, copy machine and computer printer.
• Ability to reach, stoop, kneel and move about the office to access file cabinets, office machinery, etc.
• Ability to lift up to 50 pounds.
• Ability to occasionally ascend/descend a ladder.
• Must be able to remain in a stationary/seated position for significant periods of time.
• Ability to maintain regular, predictable attendance.

None.