Accounts Payable Specialist

Description

Wiley University is seeking an Accounts Payable Specialist, to ensure all accounts payable transactions are accurately recorded, classified, and processed in a timely manner, in compliance with the University’s fiscal policies and regulatory requirements. Provides information to the Controller to assist with the preparation of the cash flow report for accounting and specialty reports. The position also supports financial reporting and provides assistance during internal and external audits.

PRIMARY RESPONSBILITIES:
1. Process accounts payable transactions daily in compliance with the Fiscal Policies and Procedures Manual.
2. Verify the completeness and accuracy of all required documentation for each invoice (e.g., purchase orders, requisitions, receiving tickets).
3. Ensure proper approval and coding of travel advances, travel expense reports, student refunds, and check requests. Track outstanding travel advances and notify the Controller for potential payroll deduction when necessary.

4. Enter invoices and credit memos into the accounting system; ensure timely updates to accounts payable records.
5. Confirm accurate account coding on all payable documents.
6. Maintain federal identification or social security numbers for all vendors through W-9 collection.
7. Generate aged accounts payable reports for management review.
8. Review check register for accuracy and submit for Controller’s approval.
9. Print checks, attach supporting documentation, and route for signatures per policy.
10. Scan and file check copies and supporting documentation in an organized and retrievable manner.
11. Properly handle voided checks by adjusting entries in both the AP system and general ledger and physically marking checks as “VOID.”
12. Reconcile vendor statements and apply credits as necessary.
13. Monitor and clear open encumbrances related to accounts payable.
14. Assist with reconciliation and closure of open purchase orders.
15. Participate in month-end and year-end closing activities, including reconciling the AP ledger to the general ledger.
16. Prepare and distribute IRS Form 1099s annually.
17. Conduct quarterly training sessions for departmental users on accounts payable processes.
18. Serve as the primary liaison for accounts payable inquiries from internal departments and external auditors.
19. Serve as the functional lead for AP system-related transactions and operations.
20. Provide backup support to the University Cashier as needed.
21. Perform other duties as assigned.

Qualifications

QUALIFICATIONS: Pursuing a degree in accounting or business administration
(concentration in accounting).

• Minimum of two years of hands-on experience in accounts payable or related accounting functions.
• Strong analytical skills and attention to detail.
• Ability to work independently and meet deadlines.
• Strong organizational, planning, and time-management skills.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), and familiarity with accounting software and online databases.
• Demonstrate the ability to work with a computerized accounting and general ledger system.