Accounts Payable Clerk

Wichita State University Foundation•Wichita, KS

36d•Onsite

About The Position

Wichita State University Foundation and Alumni Engagement (WSUFAE) is seeking an Accounts Payable Clerk to join their Finance and Operations team. This role is crucial for ensuring the efficient, accurate, and compliant processing of accounts payable activities that support Wichita State University. The position involves vendor management, requisition processing, credit card reconciliations, tax reporting compliance, and providing excellent customer service and training to campus partners. The ideal candidate will be organized, collaborative, and committed to accuracy, thriving in a fast-paced environment. This role offers an opportunity to work with financial processes, build relationships, and make a significant behind-the-scenes impact within a team dedicated to Integrity, Excellence, Collaboration, and Service. The WSUFAE is a team of over 50 individuals supporting fundraising and donor and alumni relationships, contributing to the growth of Wichita State University.

Requirements

High school diploma or equivalent required.
Minimum of 1 year of accounts payable, accounting support, or related financial administrative experience.
Strong attention to detail and organizational skills.
Ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office, particularly Excel.
Ability to maintain confidentiality and handle sensitive financial information.

Nice To Haves

Associate degree in accounting, business, or related field preferred.
Strong customer service and interpersonal communication skills.
High level of attention to detail and accuracy in financial processing.
Ability to analyze and resolve discrepancies in a timely and professional manner.
Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
Knowledge of accounts payable procedures, financial documentation, and compliance standards.
Ability to maintain confidentiality and handle sensitive financial information appropriately.
Proficiency in Microsoft Office applications, particularly Excel and Outlook.
Strong written and verbal communication skills.
Ability to interpret and apply institutional policies and procedures consistently.
Ability to learn and navigate financial and accounting software systems.
Ability to work independently while also contributing positively within a team environment.
Strong problem-solving and critical-thinking skills.
Ability to develop and deliver training and instructional materials for customers.
Experience working in higher education, nonprofit, or Foundation environments.
Knowledge of accounts payable procedures, IRS 1099 reporting requirements, and financial systems.
Experience providing training or customer support to employees or departments.

Responsibilities

Review requisitions for accuracy, completeness, and proper approvals prior to processing.
Verify all required supporting documentation is attached and meets compliance requirements.
Conduct random audits of requisitions to ensure adherence to policies and procedures.
Ensure appropriate business purpose, fund numbers, and account coding are included on requisitions.
Review invoices to determine appropriate 1099 reporting classifications.
Ensure accurate completion of 1099 information associated with vendor payments.
Manage annual uploads and filing processes for 1099-NEC and 1099-MISC forms.
Maintain records related to 1099-NEC and 1099-MISC reporting requirements.
Establish and maintain vendor files in accordance with institutional procedures and documentation retention.
Review W-9 forms for accuracy and completeness prior to vendor setup.
Maintain vendor records and ensure compliance with IRS reporting requirements.
Communicate with vendors to obtain missing or corrected tax documentation.
Pull monthly WSUFAE credit card statements for all cardholders.
Work collaboratively with cardholders and/or administrative assistants to gather business purpose documentation and fund numbers.
Maintain spreadsheets and tracking documents for credit card reconciliation purposes.
Prepare and process all WSUFAE credit card requisitions accurately and timely.
Ensure all required receipts and supporting documentation are submitted and compliant with policy requirements, following up on outstanding or missing documentation as needed.
Monitor and manage the Accounts Payable email inbox daily.
Prioritize and distribute incoming requests and inquiries appropriately.
Track pending items and follow-up to ensure timely completion of requests.
Maintain organized electronic records and documentation for accounts payable transactions.
Assist in identifying process improvements to enhance efficiency and accuracy within accounts payable operations.
Conduct requisition and accounts payable training sessions for WSUFAE and WSU employees.
Develop and prepare annual campus-wide Accounts Payable training materials.
Create instructional resources and process guides to support departments and employees.
Educate employees on policy compliance, documentation standards, and best practices.
Respond to inquiries related to accounts payable procedures, requisition status, payment processing, and documentation requirements.
Assist departments with navigating accounts payable systems and processes.
Provide timely and professional customer service to internal and external stakeholders.
Communicate policy updates, procedural changes, and deadlines related to accounts payable.
Collaborate with University departments to resolve discrepancies or processing issues in a timely manner.
Assist with year-end reporting and reconciliation activities related to tax compliance.
Perform other duties as assigned.