Accounts Payable Specialist

Description

The Accounts Payable Specialist supports the Finance Office by processing accounts payable transactions, assisting with check runs, maintaining vendor and invoice documentation, scanning and organizing financial records, and supporting accurate and timely payment processing. This position plays an important role in maintaining complete accounts payable records, supporting internal controls, and ensuring Finance Office documentation is organized and accessible.

The position reports to the Controller and works closely with the Assistant Controller - Accounting Operations for accounts payable workflow, training, documentation, and day-to-day process support.

Qualifications:

• High school diploma or equivalent required.

• Some college coursework in accounting, business, finance, or a related field preferred.

• Willingness to continue learning and pursue additional education or training in accounting, finance, or business operations.

• Prior experience in accounts payable, office administration, bookkeeping, data entry, or financial document processing preferred.

• Ability to process invoices, organize support documentation, and maintain accurate records with strong attention to detail.

• Basic proficiency with Microsoft Excel, Word, Outlook, PDF/scanning tools, and shared/cloud-based filing systems.

• Ability to learn and use financial systems, including Colleague and related banking or payment platforms.

• Ability to use technology, spreadsheets, and approved AI-assisted tools appropriately to improve accuracy, organization, and efficiency, under appropriate review.

• Strong organizational, communication, confidentiality, and follow-through skills.

• Ability to work independently, meet deadlines, communicate timely, and maintain reliable attendance.

General Expectations:

• Personal relationship with Jesus, a vibrant Christian faith, and a commitment to Christian community; capable of sharing faith and engaging in conversations about Christ

• Demonstrate Simpson University Values in the performance of all duties.

• Maintain lifestyle in accordance with Simpson University Lifestyle Policy in Staff Handbook

• Maintain the confidentiality of information, data and records

• Properly exercise tact, diplomacy, discretion, and professional judgment

• Demonstrate strong customer service skills in the performance of job duties

• Demonstrate good organizational and communication skills in the performance of job duties

• Supervises employees in accordance with Simpson University policies and procedures


• Support the overflow needs of other departments within the respective university area

• Perform other duties in accordance with this position as deemed necessary by the immediate supervisor

Essential Functions:

• Process accounts payable invoices, vouchers, purchase orders, and related payment documentation.

• Assist with preparing and processing check runs in accordance with Finance Office procedures.

• Review AP documentation for completeness, approvals, vendor information, and supporting backup before payment processing.

• Maintain vendor files, W-9 documentation, invoice records, and accounts payable support documents.

• Scan invoices, checks, and supporting documentation and save records electronically in shared Finance Office files.

• Organize and maintain physical and electronic AP records for audit support and department access.

• Assist with reconciling accounts payable and check activity to bank records and Colleague reports as assigned.

• Support cleanup and review of accounts payable lists, outstanding items, and payment activity.

• Communicate with vendors and departments regarding invoices, payment status, missing documentation, and coding questions.

• Support separation of duties and internal controls by following AP procedures, maintaining documentation, and routing items for review/approval.

• Use Excel, financial systems, and approved technology tools to support accounts payable tracking, documentation, and process efficiency.

• Work closely with the Assistant Controller - Accounting Operations for accounts payable workflow, process training, and documentation support.

• Perform accounts payable and Finance Office duties under the oversight and approval of the Controller.

• Provide administrative support to the Finance Office, including document organization, data entry, spreadsheet preparation, and process support.

• Assist the CFO, Controller, and Assistant Controller - Accounting Operations with AP-related projects and Finance Office needs.

Physical Requirements:

Job Title :

Accounts Payable Clerk

Typical Working Conditions:
(Describe environment including exposure to heat, cold, fumes, chemicals, allergens, mold, etc.)

Indoors in controlled environment

Equipment Used:
(List all manual and automated equipment used in the course of performing essential functions.)

Computer, scanner, copier, mouse, keyboard, stapler, 3-hole punch, letter opener

Essential Physical Tasks:
(List all physical tasks encountered in performing essential functions - i.e. sitting for long periods of time using a computer, standing, climbing ladders, etc.)

Sitting for long periods of time using a computer

Analysis of Physical Demands to Perform Essential Functions:

Key (Based on typical week):

N=Never
R=Rarely (Less than 1 hour per week)
O=Occasional (1%-33% of time)

F=Frequent (34%-66% of time)
C=Constant (over 66% of time)

Activity

Frequency

Activity

Frequency

N

R

O

F

C

N

R

O

F

C

Lifting/Carrying

Twisting/Turning

Under 10 lbs

X

Reach over shoulder

X

11-20 lbs

X

Reach over head

X

21-50 lbs

X

Reach outward

X

51-100 lbs

X

Climb

X

Over 100 lbs

X

Crawl

X

Kneel

X

Pushing/Pulling

Squat

X

Under 10 lbs

X

Sit

X

11-20 lbs

X

Walk-Normal Surfaces

X

21-50 lbs

X

Walk-Uneven Surfaces

X

51-100 lbs

X

Walk-Slippery Surfaces

X

Over 100 lbs

X

Stand

X

Bend

X

Driving

Automatic Trans

X

Standard Trans

X

Other

Keyboard/Ten Key

X

Fingering (fine dexterity)

X

Handling (grasping, holding)

X

Repetitive Motion - Hands


X

Repetitive Motion - Feet

X

Salary: $20/ hr