Disbursements Specialist

Disbursements Specialist

Reporting to the Disbursements Manager, the Disbursements Specialist provides a variety of professional accounting services in support of the activities of the Accounts Payable (Disbursements) Office. This position is responsible for the following: (1) researching and processing problems and rejected invoices within all payables systems; (2) processing of monthly payments not processed in Concur such as monthly Augustinian salary payments; (3) processing of payments received via files such as student payments from the Bursar's Office and the Dining Services VINI process; (4) review and approve new suppliers in the Payment Works system and update supplier information as needed, coordinating with the Procurement Office as necessary; and (5) responsible for processing Zelle payment files and status updates.

The Disbursements Specialist will assist in reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is completed utilizing the University's automated electronic systems and includes verifying invoice information, assigning to correct departments and individuals, and reviewing final invoices for processing. The position is responsible for maintaining an accurate filing of all manual transactions and will serve as back-up support for the Disbursements Manager for daily balancing to the general ledger, and final approval of invoices, ensuring all University policies and procedures are followed.

Duties and Responsibilities: ESSENTIAL JOB FUNCTIONS: Research and rectify problem invoices and expense reports that did not feed into the University's ERP system (currently Banner) from Concur (the University's invoice and expense reporting system). On a weekly basis, manually key direct withdrawal invoices that were not processed directly in Concur, such as ACH and Wire payments. Process monthly invoices for Office Basics, Wright Express, UPS, and monthly Augustinian salary payments. (Work with the Accounting department to research and reissue escheat payments. Review ACH returns (notifying student or vendor that bank account will be made inactive due to incorrect bank account information and will need to be corrected should they wish to receive payments via direct deposit in the future. Reissuing payment as a check if necessary.) File and maintain records for all manual processing Review and approve new suppliers in the University's supplier onboarding system (currently PaymentWorks). Additional 1099 vendor connection must be confirmed and manually added if necessary. Review and modify ACH vendor records to ensure that payment method is the default. Frequently work through current suppliers that are not signed up for direct deposit by sending a PaymentWorks invitation to them. Assist employees in signing up for direct deposit for reimbursement. Perform updates as needed. Responsible for the Zelle payment process (pulling together Zelle transactions from various sources and accumulating into one formatted file to upload into the University's banking system (currently JPMorgan Chase-"JPMC"), uploading this file into JPMC for payment processing, ensuring errors are corrected and successful payments are made, and provide applicable departments with weekly payment status reports. Coordinates with the Bursar's Office to perform daily student refund fees in the Banner system. Confirms files were successful and completes any refunds that reject. Completes student refunds that are to be paid to a third-party on the student's behalf. Completes weekly VINI (vendor invoice interface) feeds from Dining Services, Campus Card Systems, and selected suppliers. Update 1099K spend information in Banner from Wildcard information, obtaining this information from the Wildcard Office. Review daily Positive Pay exceptions in the University's banking system (currently JPMorgan Chase, "JPMC") ensuring decisions are made prior to daily deadlines set by JPMC. Research lost checks not received by the payee and confirming the check status in JPMC. Work with the payee to replace payment, voiding, and reissuing the checks. NON-ESSENTIAL JOB FUNCTIONS: Perform additional duties and assist with special projects as assigned.

Minimum Qualifications: Formal Education: High School Graduate required, with 2 years business school/college preferred. Two to four years of Accounts Payable experience Specific Job Knowledge: Knowledge of automated payment processing systems (Banner Financial Systems and Concur preferred) Experience in a University or other service-oriented environment. General knowledge of basic accounting principles and general business practices. Experience in creating and editing reports in Excel. Strong oral and written communication skills, including active listening skills. Demonstrated ability to understand policies and procedures and relay requirements in a meaningful manner to the users of those policies and procedures. Ability to communicate (verbally and in writing) accounts payable standards and technical information clearly and effectively to diverse audiences with varying levels of understanding. Skilled in negotiating issues and resolving problems. Superior customer service. Work Skills: Strong interpersonal skills and communication skills. Ability to handle a high volume of activity with a high degree of accuracy. Strong data entry skills, ability to manage and complete multiple tasks under general supervision. Ability to present information and responses to questions from suppliers and departments clearly and accurately. Strong analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions. Equipment Knowledge: Proficiency in Microsoft Office Suite and automated invoices systems (preferably Concur). Standard office equipment, including PC and common software packages.

Preferred Qualifications: Two years business school/college Banner Financial Systems and Concur

Salary Posting Information: This position falls within hourly grade 11 and the range is $26.76-$28.57/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.