Accounts Payable Specialist

Basic Function

The Accounts Payable Specialist performs a variety of accounting, accounts payable, purchasing, and administrative support functions for the Business Office. This position is responsible for ensuring timely and accurate processing of invoices, reimbursements, purchase requisitions, and payment requests while maintaining compliance with Ivy Tech policies, grant requirements, and established internal controls. This role serves as a key point of contact for employees, vendors, and external partners regarding purchasing and payment‑related inquiries and provides support to other business office functions as needed.

• Process accounts payable transactions including invoices, payment requests, purchase orders, requisitions, expense reimbursements, and other disbursement‑related documentation in accordance with established policies and deadlines.
• Review invoices and supporting documentation for accuracy, completeness, proper approvals, account coding, and compliance with College purchasing policies and procedures.
• Ensure all expenditures are properly authorized and supported by required documentation prior to payment processing.
• Perform compliance review of purchasing activities to ensure adherence to institutional procurement policies, grant restrictions, budget limitations, and internal control requirements.
• Assist faculty and staff with purchase requisitions, purchasing procedures, vendor setup, and payment‑related questions.
• Monitor and verify open commitment reports to ensure outstanding purchase orders and encumbrances are reviewed, reconciled, and resolved in a timely manner.
• Process employee travel requests, travel authorizations, and expense reimbursements while ensuring compliance with college travel policies and IRS guidelines.
• Support grant accounting activities by tracking expenditures, reviewing grant‑related purchases for allowability, and maintaining documentation required for audits and reporting.
• Maintain accurate financial records and documentation in accordance with record retention requirements and audit standards.
• Assist with month‑end and year‑end closing activities, including reconciliations, accrual support, and reporting as requested.
• Coordinate and maintain fixed asset records, including tracking purchases, tagging assets, inventory support, and ensuring proper capitalization in accordance with College policies.
• Research and resolve invoice discrepancies, vendor issues, payment delays, and account variances in a timely and professional manner.
• Communicate effectively with vendors and internal departments to ensure prompt resolution of payment and purchasing concerns.
• Serve as backup support for accounts receivable functions, including receipting, deposits, and student/customer payment processing, as needed.
• Assist with audits by preparing reports, supporting documentation, and responding to requests for financial records.
• Maintain confidentiality of financial, vendor, and student‑related information.
• Support continuous improvement efforts within the Business Office by identifying opportunities to improve efficiency, accuracy, and customer service.
• Perform other duties as assigned.

• High school diploma or equivalent required.
• Two (2) years of experience in accounts payable, bookkeeping, accounting support, finance, purchasing, or related office operations required; or an equivalent combination of education and experience.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.

• Associate degree in accounting, business, finance, or related field preferred.
• Experience working in accounts payable, purchasing, or accounting in higher education, government, or similarly regulated environments preferred.
• Experience with enterprise financial systems such as Workday, Banner, or similar ERP systems preferred.

Strong attention to detail and accuracy in processing high‑volume financial transactions.

Working knowledge of accounting principles, accounts payable procedures, and purchasing practices.

Ability to interpret and apply policies, procedures, and compliance…