Accounts Payable Specialist

Accounts Payable Specialist

The University of Southern Mississippi is currently accepting applications for the position of Accounts Payable Specialist.

Position Details

Location: Hattiesburg, Mississippi, 39406-0001, United States

Division: Development Office

Position Type: Staff

Employment Status: Full Time

Grant Funded: No

Pay Grade: N03

Posting Close Date: Open Until Filled

Special Instructions to Applicants

Please submit a cover letter, resume and contact information for three (3) references when applying for this position. Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

The Accounts Payable Specialist is responsible for the disbursement of all funds in accordance with donor intentions. This position manages all accounts payable processes, processes payments, makes daily deposits, and prepares monthly reconciliation of the Education and General Budget.

Primary Duties and Responsibilities

1. Responsible for the timely processing of all disbursements from Foundation funds. Enters Financial Services invoice requests in system and manages employee credit card submissions. Reviews invoice requests for accuracy and completeness, proper approvals and consistency with fund purpose. Communicates issues and provides assistance to submitters. Analyzes disbursement requests to determine if accrued expenses, prepaid expenses, use tax, taxable compensation, property accounting or grant reporting is applicable, ensuring proper coding in the system.
2. Processes and posts checks. Sends weekly reports to University Tax Compliance and Property Accounting. Works with payees of old outstanding checks, coordinating with the Manager of Financial Services to process voids and re-issues checks as needed. Prepares IRS Form 1099s.
3. Creates new vendors in financial system. Provides training on use of the accounts payable system.
4. Makes daily cash deposit and notifies the Staff Accountant when deposit-related journal entries are needed.
5. Maintains records and prepares a monthly reconciliation of the Foundation's Education & General Budget account with the University, and prepares and imports related journal entries. Distributes reports to Foundation budget authorities for review and approval of charges. Prepares and updates HR Awards encumbrance journal entry. Maintains accurate records for insurance premium receipts and payments, including invoicing donors, verifying billing from insurance companies, and preparing invoice requests for payment.
6. Prepares and distributes monthly accounts payable operating budget reports to University staff, accounts payable appeal code reports to Foundation staff and Education and General Budget expense reports to Foundation and University staff.
7. Performs other duties as assigned.

Minimum Qualifications

High school diploma or general education degree (GED) with one year related experience and/or training in accounts payable, bookkeeping or in computer information systems.

Knowledge, Skills & Abilities

Employees of this position are prohibited from disclosing confidential and proprietary information of donors and prospects, the Foundation, the University and its employees or students. This confidentiality obligation is effective while employed in this position and continues after termination of employment.

• Self-motivated, reliable and punctual
• Professional, respectful and determined to provide a positive experience for others
• Skill in completing assignments accurately, with speed, and with excellent attention to detail
• Results-driven to accomplish individual and team goals and meet deadlines
• Ability to handle confidential information with discretion
• Ability to effectively use computers and computer programs including, Microsoft Word, Excel, and Outlook
• Ability to respond to common inquiries or complaints
• Ability to work cooperatively with others and accept direction from supervisors
• Ability to apply common sense understanding to carry out instructions
• Skill in using mathematics to solve problems

Preferred Qualifications

Prior work experience in a professional office setting.

The University of Southern Mississippi has remained dedicated to preparing students for success since our founding in 1910. We deliver programs to more than 13,000 students in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. We are a community-engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions.

Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also a national leader in a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.

We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We're developing the next generation of business leaders, while also responding to critical workforce shortages by producing skilled professionals in education and nursing. With a tradition of excellence in the arts, we are one of only 36 public institutions in the nation accredited in four major areas of the arts. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, Southern Miss is delivering graduates who are ready for life.

The University of Southern Mississippi is an equal opportunity employer, and all qualified applicants will receive consideration for employment. EOE/VETS/DISABILITY.