Accounts Payable Specialist

Accounts Payable Specialist

Perform duties to support accounts payable function. Process payments to all university vendors and for travel reimbursement. Serve as first point of contact for vendors, university administration, faculty and departments. Responsible for the audit of purchases made using the university procurement card. Responsible for contacting vendors/individuals if checks issued to them have not been cashed within 60 days. Responsible for obtaining and maintaining the banking information in the accounting system to ensure proper routing of all EFT payments to university personnel, retirees and designated vendors.

Examples Of Duties

Accounts Payable Function - 80%

• Using knowledge of Accounts Payable policies and procedures and the university, federal, state, and auditor requirements, perform the tasks necessary to create checks for university vendors and faculty/staff to include: verifying the accurate completion of payments request/purchase orders, ensuring the proper submission of invoices, contacting departments and/or vendors to request additional documentation to support payment.
• Recognizing, investigating and/or resolving any discrepancies between the university purchase orders/payment requests and the vendor invoice.
• Removing taxes from invoices and providing vendor with tax exemption letters.
• Interacting with vendors, university departments, and central receiving to trace lost items and/or obtain proof-of-delivery of orders.
• Ensuring that credits and/or refund checks are received and credited to proper account.
• Calculating proper payment date and processing payments quickly to ensure university is given benefit of any discount offered by vendor.
• Reviewing the data entry of encumbrances, invoices and receivers into the payment

Provide guidance to University personnel - 10%

• Responsible for answering questions and provide guidance to university personnel on how to prepare paperwork, what is required and how to route paperwork.
• Investigate questions/discrepancies as requested by departments.
• Train and/or assist departments on how to use the online system.
• Advise departments on how to interpret budget reports and answer any questions they might have concerning entries.

Monthly Reports - 10%

• Responsible for reviewing the monthly reports to identify order encumbrances that did not close properly and orders that have been inactive for 60 or more days.
• Reconciling vendor statements to include: determining if payment has been made to vendor, ensuring that check has been cashed, obtaining copy of cancelled check and sending supporting documentation to vendor.
• Reissuing checks that were never cashed.
• Contacting vendors concerning invoices that were never received.

Typical Qualifications

Education: Associate's degree in Accounting, Finance, Business or related field. Education may be substituted for experience or experience may be substituted for education. Note that equivalencies are based on the following: AA = 2 years experience; BA/BS = 4 years experience; MA/MS = 6 years experience; PhD = 8 years experience.

Experience: Two (2) years of office experience required. One (1) year of experience performing accounts payable duties required. Proficient in Microsoft Applications, especially Excel required. Experience with integrated accounting software package preferred.

Supplemental Information

Physical Requirements: Lift 50 lbs

Benefits

Our faculty and staff are the university's most valuable asset, and our goal is to provide a robust Total Rewards Program designed to help them maintain a happy, healthy, and productive lifestyle. Highlights from UCM's total rewards package for full-time employees include:

• 32% (staff) and 6% (faculty) defined retirement contribution, paid by the university;
• Voluntary Tax-Sheltered Annuity (TSA) programs (403(b) and 457(b)) that allow eligible employees to make additional pre-tax contributions to a retirement plan;
• Employees can earn up to full tuition (15 credit hours) for themselves per academic year. Full-time employees are also eligible for up to $175 towards non-credit courses each fiscal year. Employees can earn up to full tuition for their dependents;
• Comprehensive medical, dental, and vision plans that begin on the first of the month following your date of hire. Basic dental and vision insurance paid at 100% by the university;
• Available Health and Dependent Flexible Spending Accounts;
• University-paid basic life insurance (including accidental death and dismemberment) and short-term and long-term disability insurance coverage;
• Generous leave accruals that begin accruing on your start date, plus 14 paid holidays per year.
• The UCM Childcare Center on the Warrensburg campus can provide faculty, staff, and students quality care for their children ages six weeks to 10 years.
• The Student Recreation and Wellness Center (SRWC) is free for all employees and is located on the Warrensburg campus.
• An Employee Assistance Program is available to all employees and their immediate family members to help assist with personal challenges you may face in your daily life;
• UCM offers an Employee Discount Program through Working Advantage.

University of Central Missouri