Accounts Payable and Business Office Coordinator

Job Description

Job Description

Position Summary

Under the direction of the Accounting Manager, the Accounts Payable and Business Office Coordinator performs full-cycle accounts payable duties and provides front-line support for student accounts, cash receipts, and general Business Office operations. The position is responsible for processing invoices and payments accurately and on time, maintaining vendor and payment records, supporting expense and credit-card processing, assisting students and employees with account questions, and completing daily cash-receipt and deposit activities. The position works closely with the Business Office, Financial Aid, Advancement, Registrar, and other University departments and handles confidential financial information with integrity and sound internal controls.

Essential Duties and Responsibilities

Accounts Payable

• Receive, review, code, verify, and process invoices, check requests, and other payment documentation in accordance with University policies and approval requirements.
• Manage the invoice workflow and communicate with department managers regarding timely submission, coding, documentation, and approval of invoices.
• Prepare and distribute weekly accounts payable payments and related reports; maintain accurate records of invoices, payments, credits, and expenditures.
• Review and process employee expense reimbursements, purchasing-card and credit-card activity, and supporting documentation.
• Maintain vendor records, including W-9 collection, new-vendor setup, vendor changes, and annual 1099 preparation and processing.
• Research and resolve invoice discrepancies, duplicate payments, vendor statement differences, credit memos, stop payments, and purchase-order amendments.
• Verify and post accounts payable transactions to the accounting system and assist with reconciliations, month-end close, audit requests, and record retention.
• Regularly review accounts payable procedures, recommend process improvements, and train employees on invoice and payment processes.
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Student Accounts, Cash Receipts, and Billing Support

• Serve as a primary Business Office contact for students and families regarding account balances, monthly statements, payment activity, payment plans, and Transact or myMountMary account questions.
• Research and help resolve student-account issues in coordination with Business Office accountants, Financial Aid, the Registrar, and other departments.
• Maintain payment plans, update billing schedules, prepare monthly invoices and correspondence, and assist in preparing current and former student accounts for collection activity.
• Receive and accurately record student tuition payments and other University receipts, including online and in-person payments.
• Post and close daily cash receipts, prepare deposits, maintain the daily deposit worksheet, and support reconciliation of receipt activity.
• Maintain campus petty cash in accordance with University policy and provide appropriate documentation and balancing.
• Setup and run student charges including student billing.

Business Office Service and Administrative Support

• Provide welcoming, timely, and professional service to students, faculty, staff, vendors, and other internal and external customers.
• Answer the main Business Office telephone and email and provide front-desk coverage during designated office hours.
• Protect confidential student, employee, banking, vendor, and University information.
• Apply University policies and procedures fairly and consistently and promptly elevate exceptions or control concerns.
• Proactively support Business Office workflow, cross-train in related functions, and perform other duties, special projects, or responsibilities as assigned.

Internal Control Expectation: The position follows established segregation-of-duties requirements and may not approve its own transactions, independently authorize vendor banking changes, or release payments without required secondary approval.