Accounts Payable Specialist

Position Title: Accounts Payable Specialist

Position Type: Regular

Job Number: SA72724

Full or Part Time: full-time 40 hours weekly

Fair Labor Standard Act Classification: Non-Exempt

Anticipated Pay Range: $28.00 - $30.00

Pay Range Information: Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors.

The anticipated pay range is not a promise of a particular wage.

Job Description

Summary:

The Accounts Payable Specialist is responsible for accurately auditing and processing timely payments for invoices, Independent Contractor Agreements, reimbursements, and other related expenses in compliance with all applicable policies, procedures, and Federal and State reporting requirements. This position also assists with providing guidance and training on payment request requirements, fiscal policies, and procedures to ensure end-user needs are met and supported.

Performs other duties as assigned.

• Process University expense requests and related documents in compliance with Chapman University policies, procedures, and applicable State and Federal regulations
• Audit and process a high volume of purchase requests, wire payment requests, purchase orders, and non-purchase order documents to ensure accuracy and appropriateness
• Interpret and apply campus policies and procedures consistently
• Verify compliance with Federal and State requirements for all transactions
• Ensure all documents are original and have not previously been paid
• Process payments for professional services, honorariums, guest speakers, performers, and similar engagements in accordance with University and regulatory requirements
• Research and resolve problematic documents and exceptional situations; provide recommendations and alternatives to campus personnel
• Validate supplier data in the system and collaborate with the supplier management team for required updates
• Determine appropriate payment dates to meet deadlines or take advantage of early payment discounts
• Monitor pending payments, purchase order approvals, matching, workflow approvals, and resolve budget exceptions to expedite processing
• Review computer-generated reports and verify accuracy of data entry
• Other duties as assigned

• Provide customer service related to payment requests and reimbursements to campus representatives, auxiliary organizations, and external entities
• Develop and maintain effective working relationships with campus personnel and suppliers
• Assist campus personnel with completing forms on-purchase order expense requests and reimbursement requests
• Interpret and communicate policy and procedures clearly
• Resolve inquiries accurately and promptly or refer to the appropriate resource
• Communicate effectively in a variety of situations, both verbally and in writing
• Assist with Accounts Payable training by conducting workshops for campus personnel
• Handle complex and/or sensitive information in accordance with campus policy
• Suggest improvements to enhance efficiency and service

• Review payment statements and related documentation to ensure payments are processed accurately and comply with applicable tax reporting requirements
• Audit payment requests to ensure proper supporting documentation and verify expense account accuracy prior to voucher creation
• Provide guidance and to campus departments on payment processes and compliance requirements
• Work with department staff to resolve coding errors, budget discrepancies
• Ensure proper handling of nonresident alien payments and compliance with IRS 1099 reporting requirements
• Assist with month-end and fiscal year-end close activities, including calendar expense posting, to ensure timely and accurate…