Accounts Payable Coordinator

Type of Appointment Full time, Probationary Job Classification Administrative Analyst/Specialist Exempt II Anticipated Hiring Range $5,797 - $6,987 Work Schedule Monday - Friday 8:00 am - 5:00 pm Department The Financial Services department provides the following services to the University: general accounting and financial reporting, disbursements, third‑party billing/accounts receivable, external audit coordination, tax compliance, student aid accounting, cash receipts/cashiering, cash flow and investment management, and PeopleSoft Finance. The Accounts Payable department is an organizational unit within University Accounting Services. The department is responsible for ensuring that disbursements are made in accordance with applicable laws, regulations, and policies set forth by the State Controller's Office, CSU Chancellor's Office, and other state and federal agencies. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting, Student Accounting & Cashiering Services, and Procurement Services. The department also communicates with on‑campus personnel and outside vendors on a regular basis to ensure payment processing is accurately performed and in alignment with all applicable policies and procedures. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft, CSUBUY, and Concur systems. Duties and Responsibilities Analyze and resolve complex problems and transactions using research and analytical skills to interpret data. Provide assistance, policy interpretation, and training to Accounts Payable staff and campus end users on areas including, but not limited to, payment processing, travel procedures, hospitality, moving and relocation, and other disbursement requirements. Review operational impacts of policy and procedure changes and provide feedback to the Accounts Payable Manager regarding implementation considerations, training needs, and workflow impacts. Evaluate AP workflow, system functionality, compliance trends, and operational risk to recommend policy, procedure, control, and training improvements. Coordinate, plan, direct, and assist in the development of new system and business processes in accordance with CSU policies, standards, and definitions. Provide active direction and strategic oversight to foster a customer‑focused environment, interacting with a variety of sources, including departments, suppliers, peers, Accounts Payable staff, and management. Provide operational feedback to the Accounts Payable Manager regarding workload, recurring issues, training needs, and workflow bottlenecks. Assist with updating desk procedures and job aids for department‑level use. Ensure customer requirements and expectations are executed timely and accurately, along with verifying that issues are resolved. Promote positive department morale by interacting with the team in a consistently professional manner. Review and approve vouchers and Direct Pay transactions in the CSUBUY P2P and Concur systems to ensure compliance with CSU and campus policies, expenditure authority requirements, tax requirements, and applicable disbursement procedures. Review supporting documentation, invoice information, chartfield accuracy, payment terms, supplier information, hospitality documentation, and other required approvals prior to voucher approval. Research and resolve voucher issues, match exceptions, workflow concerns, tax discrepancies, and policy‑related questions. Analyze recurring voucher exceptions and compliance issues to identify trends, operational risks, training needs, and business process improvements. Coordinate with Procurement, campus departments, suppliers, and Accounts Payable staff to resolve issues and ensure vouchers are processed accurately and timely. Assist with planning, program management and coordination of the university travel program, including developing and updating policies and procedures, campus user guides, training programs, ensuring compliance with all CSU, campus, state, and federal legal requirements. Consult with campus departments and management on AP, travel reimbursement, compliance, and business process design matters that affect campus operations. Process pay cycle in PeopleSoft to generate checks for all campus payments, including vendors, travel reimbursements, Direct Pay transactions, and student financial aid. Review pay cycle results, resolve payment exceptions, and coordinate with Accounts Payable staff, General Accounting, and other campus partners as needed to ensure payments are processed accurately and timely. Generate and reconcile reports for claimable fund processing on a bi‑weekly basis. Prepare Transfer of Cash letters to the State Controller for specific funds, reconcile and post paid claims, and assist with resolving claim schedule or payment‑related issues. Run the escheat check process in PeopleSoft on a monthly basis to ensure checks outstanding for six months or more are accurately stale‑dated. Process cancel payment requests and payment reissuances upon confirmation of check payment status from General Accounting. Process quarterly rideshare reimbursements, including voucher upload using the PeopleSoft CSU AP Voucher Spreadsheet Upload modification. Evaluate recurring payment exceptions, control issues, and pay cycle trends to support accurate financial reporting, campuswide payment operations, and process. Oversee the PeopleSoft Accounts Payable module and CSUBUY P2P Voucher module, ensuring that functionality, as it applies to accounts payable and accurate financial reporting, is fully tested and that all implementation and upgrade projects remain on target in terms of deadlines. Provide functional leadership for AP system implementation, testing, reporting, workflow, and process improvement initiatives. Prepare and complete test script documentation and related testing to ensure all implementations and upgrades function as designed and in alignment with campus practices. Perform annual testing over 1099 reporting and processing updates in PeopleSoft, including preparation and completion of test scripts and communication of issues as they arise. System administrator for the Concur Expense Management system, including coordinating system upgrades and new module implementation, maintenance of audit rules, account maintenance, approval workflow, reporting, and campus functional support. Analyze system functionality, approval routing, reporting needs, and data integrity issues to support effective AP program administration and campus business processes. Oversee, train, distribute work assignments, and provide ongoing feedback to Accounts Payable staff. Provide feedback on staff performance during the annual evaluation process. Develop and implement new methods and procedures to accomplish work outcomes and meet deadlines in the area of Accounts Payable and travel. Revise and streamline current practices and procedures, including the development of department‑level and campus‑wide training materials. Effectively present ideas and concepts in written and verbal formats using consultative and facilitation skills to gain consensus. Monitor the Accounts Payable shared inbox and assist with reviewing, routing, and responding to inquiries from campus departments, suppliers, and internal stakeholders. Distribute requests to appropriate Accounts Payable staff based on assignment area, transaction type, priority, and operational need. Provide guidance on payment status, invoice submission requirements, system processes, Direct Pay requirements, travel and non‑travel reimbursements, hospitality documentation, and other disbursement‑related questions. Track recurring issues and provide feedback to the Accounts Payable Manager regarding communication trends, training needs, and process improvements. Evaluate inquiry trends, workload distribution, and recurring campus questions to identify broad communication, training, control, and customer service impacts. Support Accounts Payable profile responsibilities retained within the department, including non‑employee, employee, and student payment profile setup or maintenance, as applicable. Maintain vendor/payee profile and payment records needed for accurate 1099 reporting; evaluate payment and profile data for correct tax reporting treatment; support annual preparation, distribution, and filing of 1099 forms; review changes to IRS 1099 reporting requirements; and assist with annual 1099 testing or issue resolution in PeopleSoft. Analyze recurring profile, payee record, and tax reporting issues to identify compliance trends, operational risk, and procedure or training updates needed for AP program administration. Assist in the PeopleSoft year‑end closing procedures for both Legal and GAAP; including the compilation and review of year‑end expenditure accruals and preparation of audit working papers. Coordinate and assist with internal and external audit inquiries to identify and locate documentation, as requested. Review year‑end and audit documentation trends to identify internal control considerations, process gaps, and operational improvements affecting AP program outcomes. Perform other duties and responsibilities as assigned by the Accounts Payable Manager, Director of University Accounting Services and/or by the Associate Vice President of Financial Services to meet the operational needs of University Accounting Services and the University; which may entail research, documentation of department and university procedures to ensure proper internal controls are in place, additional account analysis and reconciliations, implementation of various systems to enhance the effectiveness and efficiency of department operations, draft and facilitate campuswide training over various subjects maintained by University Accounting Services. Qualifications Bachelor's Degree – Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Four (4) years of related experience. Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations; demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management; expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies. Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions; ability to work with representatives from public and private entities and handle potentially sensitive situations; demonstrated consultative skills in working with internal and external constituent groups; ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus; ability to train others on new skills and procedures and provide lead work direction. Preferred Qualifications General knowledge of generally accepted accounting principles and practices; familiarity with State of California accounting practices; office methods and procedures; statistical and arithmetic presentation of data; and use of computers in accounting functions. Ability to learn and apply laws, rules and procedures related to governmental accounting; interpret and follow instruction and policy guidelines; analyze financial and statistical data and draw sound conclusions; utilize problem‑solving techniques; establish and maintain effective working relationships with others; and operate calculator, personal computer, and/or automated accounting systems. Must possess excellent communication (verbal/written), interpersonal, problem‑solving, and customer service skills. Experience in a university/non‑profit setting using PeopleSoft applications is strongly desired. Equal Employment Opportunity Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209, and other applicable state and federal anti‑discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings. Reasonable Accommodation We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at View email address on click.appcast.io. For more information, see Employment Notices. Pay Transparency As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see Pay Transparency Nondiscrimination Provision poster. #J-18808-Ljbffr