Accounts Payable Clerk

Accounts Payable Specialist

Duration: 26-week contract

Location:

Primarily remote however, will be expected to travel to UCLA approx once per quarter

Bill Rate: ***/hour

The David Geffen School of Medicine at UCLA (DGSOM) seeks to hire an Accounts Payable Specialist in the Dean s Office.

The Accounts Payable Specialist coordinates and processes purchase orders, invoices, check requests and reimbursements for the DGSOM Dean s Office. S/he ensures that expenses are in compliance with regulatory and policy requirements. S/he verifies that all the appropriate approvals and supporting documentation are in place prior to processing the transactions. S/he is responsible for accurate general ledger coding of all A/P transactions s/he processes.

The specialist will make sure a collaborative relationship exists between the Dean s Office, its vendors and internal customers. S/he ensures timely and accurate payment to the vendors. S/he resolves all queries of vendors and internal staff and customers. S/he will handle expense reimbursement requests promptly.

The work of the specialist will involve resolving matters that come up with regards to compliance, general ledger coding issues and routing complicated invoices.

Key responsibilities include:

Review, verify, prepare and process invoices and check and reimbursement requests

Review, assemble, input, and supervise credit card statements, employee expenditure records and incoming bills for the required documentation before payment is made

Ensure that all payments are made to comply with regulatory requirements and University policy

Maintain files and documentation thoroughly and accurately, in accordance with University policy and accepted accounting practices

Ensure accurate G/L coding for the befitting expense accounts

Monitor accounts to ensure payments are up to date

Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.

Communicate with vendors and internal customers and respond to inquiries

Research and resolve invoice discrepancies and issues

Prepare regular reports of the activities of accounts payable

Collaborate with DGSOM unit directors and heads of departments to obtain consent on appropriate expenses

Provide both internal as well as external customer services in an effectual and cost-effective manner

Provide the supervisor with necessary suggestions to continuously improve and streamline processes

Assist with other accounting duties and projects as needed

JOB REQUIREMENTS/QUALIFICATIONS/COMPETENCIES

BA/BS with a major in a related field and two years of experience in accounting operations or administrative analysis required

Knowledge of and current hands-on experience with fund accounting and regulatory compliance preferred

Strong organizational and time management skills

Strong analytical problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills

Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures

Ability to communicate effectively, collaboratively and professionally

Excellent Excel skills

Team player with a strong desire to learn new skills