Accounts Payable Administrator

Usf Fed Cred Union • Orlando, FL

1d • Hybrid

About The Position

The Accounts Payable Administrator supports USF Federal Credit Union’s financial operations by accurately and promptly processing accounts payable transactions. The role reviews, codes, approves, and enters invoices; manages payment schedules and employee reimbursements; reconciles statements; maintains vendor records; and supports compliance with credit union policies and applicable regulations. It also handles receivables and incoming funds, corporate card administration, tax reporting, prepaid and asset records, expense accruals, and budget monitoring. The administrator works with vendors, members, internal teams, and accounting leadership to resolve issues, maintain reliable records and internal controls, and support positive working relationships.

The position reports to the Accounting Manager. It is full-time, 40 hours per week, exempt, and follows a hybrid arrangement with two days per week in the office. The role includes required compliance training, continuing education, and collaboration on cross-training and projects. Duties may change, and other job-related tasks may be assigned.

Requirements

• High school diploma or GED.
• Three to five years of experience with vendor payments.
• Excellent verbal and written communication skills, including the ability to communicate effectively and tactfully with employees and members.
• Strong time-management and organizational skills.
• Ability to multitask under pressure.
• Demonstrated interpersonal and collaboration skills, with a professional appearance and demeanor.
• Knowledge of accounting terms and processes.
• Ability to demonstrate teamwork, reliability, adaptability, product knowledge, and good judgment.
• Ability to maintain credit union confidentiality and follow credit union policies and procedures and applicable NCUA, federal, and state regulations.
• Ability to complete required compliance certification within HR-established timeframes.
• Proficiency with spreadsheet software, including Excel, and Word.
• Functional knowledge of the Bank Secrecy Act and other applicable federal laws, including the U.S. Patriot Act, Office of Foreign Assets Control requirements, Anti-Money Laundering requirements, Right to Financial Privacy Act, and Bank Bribery Act.

Nice To Haves

• Two years of accounting education (AA or AS).
• Banking experience.
• Access and accounting software knowledge.

Responsibilities

• Administer the accounts payable process, including reviewing and approving invoices, assigning department and expense codes, arranging timely payment, and following credit union policies.
• Handle employee reimbursements and maintain vendor information, including contact details.
• Respond to vendor inquiries and disputes and work to resolve them effectively.
• Monitor the payments queue to support timely approvals and payments.
• Enter ACH- and wire-paid invoices into the accounting system with appropriate coding for leader approval.
• Generate and send invoices to customers and vendors.
• Record, reconcile, and report incoming payments and receivables; support timely collection and application of funds.
• Partner with internal teams to resolve customer billing and account-status issues.
• Administer corporate card transactions, including review, approval, coding, and verification of supporting documentation and compliance with credit union guidelines.
• Complete vendor OFAC verification twice per year and collect updated W-9 forms from active vendors annually.
• Set up new vendors, including dealer vendors, under dual control.
• Create prepaid IDs and asset proposals from paid invoices.
• Prepare monthly recurring-expense accrual journal entries so expenses are recorded in the month incurred.
• Assist with tax forms and filings, including tangible and real estate taxes, vendor 1099s, Form 945, Doc Stamps, and 1099-NEC and 1099-MISC reporting.
• Assist Accounting Leadership in monitoring budget-versus-actual performance.
• Attend meetings and continuing education, training, and required compliance courses.
• Participate in cross-training and projects with other team members.
• Perform other job-related duties as assigned.

Benefits

• Competitive pay and incentive programs.
• 401(k) matching.
• Mortgage and auto loan discounts.
• At least four weeks of paid time off, work-anniversary paid time off, 11 paid holidays, and eight hours of paid volunteer time off.
• Medical, dental, and vision plans with a flexible spending account option; employee-only dental and vision premiums are fully covered by the credit union.
• Credit-union-paid short-term and long-term disability insurance and life insurance.
• Employee Assistance Program.
• Undergraduate and graduate tuition reimbursement.
• New employee orientation focused on credit union values and vision.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED