Accounts Payable Specialist

At Roger Williams University, students are prepared to be thinkers and doers ready to solve challenging problems with innovative solutions. RWU offers 50 majors and robust offerings of graduate and professional programs across eight schools of study including Rhode Island's only law school, with campuses on the coast of Bristol and in the heart of Providence, R.I. With small classrooms and a focus on undergraduate and graduate research and community engagement, a Roger Williams education blends the strength of liberal arts and professional studies, providing all students with the depth and breadth of interdisciplinary thinking and well-rounded knowledge necessary to succeed in our interconnected, global world.

RWU is committed to strengthening society through engaged scholarship so that students graduate with the ability to think critically and apply the practical skills that today's employers demand.

Roger Williams University seeks to recruit and support a broadly diverse community of faculty and staff. We value all races, genders, identities, and abilities. RWU is committed to creating a thriving community that encourages lifelong learning, professional development, and academic innovation.

Reporting to the Controller, the Accounts Payable Specialist is responsible for accounts payable processing and functions in accordance with established accounting principals. The Specialist communicates directly with independent contractors, faculty, staff and vendors to resolve open questions or obtain additional information needed to ensure proper payment and recording of payables.

• Reviews invoices to ensure approvals, discounts and other identifiable information is complete and complies with University policies before processing payments.
• Ensures posting to the correct period according to generally accepted accounting principles, that documentation is complete and appropriate for the expense being paid, and that the general ledger account reflects the true nature of the expense.
• Prepares and processes accounts payable and 1099 invoices by way of entry into the University's Enterprise Resource Planning (ERP) system.
• Processes checks from the ERP system, including regular accounts payable checks, electronic vendor payments, student refunds and wire payments.
• Conducts a sequence of steps in the ERP system to create the check-run and verify that the transmission file totals agree with the check register.
• Reviews the check transmission file to assure accuracy in name, address, check amount and other pertinent information.
• Records prepaid expenses and accounts payable entries for fiscal year closing and reverse prepaid expenses at the opening of the new fiscal year.
• Reconcile the 1099 vendor accounts regularly and ensure information is appropriately recorded for year end processing.
• Tracks and reconciles travel advances submitted to the department. Ensures all invoices are accurate and appropriately records any reclassified entries needed to reconcile.
• Promptly respond to inquiries submitted to the Accounts Payable email inbox and provides accurate, courteous responses.
• Maintains the eRetrieve (electronic invoice repository) inbox and regularly reviews returned forms requiring additional information by checking the reconciliation file.
• Prepares and mails 1099 tax forms in accordance with IRS rules, regulations and timetables, including reporting earnings to the IRS.
• Regularly monitors bank reports for checks which have not cleared and follow up with the vendor, reissue checks and process the escheated checks as needed.
• Works cooperatively with university auditors as requested.
• Exhibits versatility and flexibility to meet and/or exceed the expectations of evolving priorities and needs.
• Ability to function independently, pay close attention to detail, and prioritize multiple projects.
• Ability to communicate with all levels of faculty, staff and vendors in a professional manner.
• Exhibits positive, engaging, respectful and professional behavior with fellow team members and external contacts.
• Ability to demonstrate a positive attitude and accept constructive criticism as a measure of…