Accounts Payable Specialist

Overview

For Applicants Seeking Job Opportunities within the University. Internal:
Internal applicants will be considered within the first five (5) business days of the posting period. External:
External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship

This position is not eligible for a visa sponsorship now or in the future.

Primary Purpose

Under general supervision, the Accounts Payable Specialist is responsible to perform University-wide accounts payable functions within the Budget & Finance Division in accordance with generally accepted accounting principles, federal and state statutory regulations, and University business policies and procedures.

General:

• Maintains a high level of customer service support for faculty, staff, students, and vendors.
• Provides guidance to faculty and staff on University policy and procedures as they relate to expenses for reimbursements, entertainment, procurement, and travel.
• Cross-trains with other Accounts Payable employees on all day-to-day functions in order to provide back-up support and guidance for all three campuses as needed.
• Serves as a key resource to the University community by providing University-wide training, guidance, and ongoing support on Accounts Payable policies, procedures, and systems.
• Monitors and responds to inquiries in the shared Accounts Payable email account.

Accounts Payable Processing:

• Generates timely and accurate payments for non-payroll disbursements to our University faculty and staff once review and approval is completed to ensure University Business Policies & Procedures are followed and compliance and reporting of expenses are correct.
• Weekly disbursement of University AP checks and direct deposits (review and validate) for all three campuses.
• Maintains system of internal controls over University wide accounts payable transactions.
• Reviews and approves up to 5K dollar threshold payment in Chrome River (Emburse).
• Assists employees with training and support on Chrome River Emburse Invoice and Expense systems to ensure accurate and compliant submissions.
• Processes stop payments for all three campuses.
• Processes manual checks as requested.
• Facilitates processing of returned checks.
• Researches vendor requests and exceptions.

Reporting and Compliance:

• Ensures accounts payable transactions prepared by other departments and schools comply with Business Policies and Procedures Manual before payments are processed.
• Maintains current policies and procedures for Accounts Payable functions, including detailed process documents.

Technology:

• Takes initiative to develop and enhance Excel files and other software-based tools to assist the department in its work and to enhance customer service.
• Assists in implementing new functionality in Banner finance and other systems used by the department.
• Utilizes Chrome River Invoice and Expense systems to support electronic processing, tracking, and compliance of employee reimbursements, vendor payments, and expense reporting.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

• One (1) year of post High School education, with twelve (12) units of business related coursework.
• Two (2) years of experience in financial or accounting field.

• Professional certification.

• Written and verbal communications skills, including some public speaking to/training of colleagues.
• Intermediate computer skills, including intermediate Microsoft Office skills, and substantial experience with accounting software.
• Demonstrates sufficient technical and business expertise to effectively resolve complex, day-to-day issues related to Accounts Payable operations, with a specific focus on Chrome River (Emburse) Expense and Invoice systems.
• Ability to respond in verbal or written form to non-routine inquiries from students or employees, and basic writing skills to draft memos, letters, and reports.
• Ability to work independently with critical deadlines and competing priorities.
• Promotes team work in a collaborative environment.
• Ability to analyze and research accounts payable discrepancies.
• Ability to prioritize which requires strong organizational skills.

The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment/Work Week/Travel:

Work is primarily performed in a standard office environment with use of computer and…