Accounts Payable Specialist

Founded in 1819, Norwich University is the oldest private military college in the country and the birthplace of the Reserve Officers' Training Corps (ROTC). Today we are a diversified academic institution that offers undergraduate and graduate degrees and professional certificates to adult learners online and to Corps and civilian lifestyle students on campus. Norwich faculty and staff challenge all of our students to push themselves academically, socially, and as leaders.

Our graduates build upon their Norwich educations to launch or grow careers and make outsized contributions to their communities, the nation, and the world.

Norwich University is located in the beautiful Green Mountains of Vermont, only 20 minutes from the state capital, Montpelier, and three hours from Boston or Montreal. It is a private institution nestled in a rural setting with a campus size of 1,200 acres.

Our excellent benefit package includes medical, dental, vision, group life, and disability insurances, flexible-spending accounts for health and dependent care, a 403(b) retirement plan with employer match, an employee assistance program, paid time off, use of the University pool and fitness center, and tuition scholarships for eligible employees and their family members. Some employees may qualify for the Public Service Loan Forgiveness Program on their Federal Student Aid Direct Loan balance.

For more information about our benefits, visit  .

Fulfills the mission of Norwich University by being responsible for the accurate and timely processing of accounts payable transactions while supporting operational efficiency, financial controls, and vendor relationships. Administers invoice processing workflows, supports ERP and AP automation systems, ensures compliance with company policies and audit requirements, and contributes to continuous improvement initiatives within the Finance organization. Collaborates closely with vendors, procurement, and internal stakeholders to ensure effective payment management and strong financial stewardship.

This is a 40 hour per week and 52 weeks per year 1.0 FTE position.

Essential Functions

• Administers invoice processing and payment
• Processes vendor invoices accurately and timely.
• Matches invoices to purchase orders and verify supporting documentation and approvals.
• Codes invoices to the appropriate general ledger accounts, including prepaid expenses.
• Reviews and processes invoices through the OCR and workflow system.
• Prioritizes invoices based on payment terms and discount opportunities.
• Processes weekly check runs and one-off check runs as needed.
• Prepares cash requirements reports before check runs.
• Obtains required signatures on check registers and ensure timely completion.
• Researches missing checks, process stop payments, and reissue payments when necessary.
• Reconciles outstanding travel advances and ensure supporting receipts are submitted.
• Reviews and verifies travel expense vouchers and monthly reimbursement requests for faculty and staff.
• Reviews and approves direct pay invoices submitted by departments.
• Processes and assists with credit card expense reports.
• Supports vendor management and provides customer service.
• Manages vendor onboarding, maintenance, and documentation.
• Review sW-9 forms and validate tax information.
• Maintains vendor records, addresses, and tax documentation.
• Builds positive vendor relationships.
• Resolves invoice discrepancies, payment issues, over payments, and underpayments.
• Responds promptly to internal and external inquiries.
• Maintain effective communication with departments across campus.
• Supports compliance, internal controls & risk management
• Executes and documents internal controls.
• Ensures compliance with segregation-of-duty requirements.
• Supports fraud prevention initiatives.
• Identifies and prevents duplicate payments and fraudulent transactions.
• Ensures compliance with institutional policies, audit requirements, and financial procedures.
• Manages unclaimed property related to outstanding checks.
• Maintains AP records and documentation in accordance with retention requirements.
• Completes reporting, analysis, and month-end activities
• Tracks payments to 1099 vendors and support annual tax reporting.
• Analyzes vendor statements and resolves discrepancies.
• Monitors AP aging and identify process improvement opportunities.
• Monitors key performance indicators including:
  • Invoice processing cycle time
  • Payment accuracy
  • Discounts capture rates
  • Invoice exception rates
• Supports month-end and year-end closing…