Accounts Payable Coordinator III

University of Rochester

41d•$20 - $29•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. This role involves performing non-routine and complex work associated with accounting, bookkeeping, and cost-recording transactions. The Accounts Payable Coordinator III will report on accounting transactions resulting from the general operations and/or research activities of the University. This position requires managing multiple priorities using strong problem-solving abilities, following written procedures, and interpreting and adjusting for variations using independent judgment and self-directed action. Organization and understanding of situation-appropriate workload prioritization are required for success.

Requirements

Associate's degree (Accounting preferred) and 2 years of related work experience required
Equivalent combination of education and experience
Ability to thrive in a high-volume work environment required
Excellent customer service skills required
Superior organization skills required

Nice To Haves

Knowledge of Microsoft Excel preferred

Responsibilities

Processes invoices for payment in OnBase, ASC and/or Workday as appropriate or creates/maintains supplier records.
Determines and confirms appropriate coding and enters data into systems in a timely and accurate manner.
Monitors workflows/work queue to re-work rejects or problems in a timely manner.
Maintains productivity levels of invoices in addition to other responsibilities.
Interacts extensively with departments and suppliers to resolve invoicing and payment problems.
Provides timely and professional responses to all phone calls, emails, and faxes.
Follows up as appropriate until items are processed, removed from supplier statement, and provides payment information to departments and suppliers.
Works with suppliers and departments to obtain additional information needed to process outstanding invoices and credit memos.
Ensures that invoices and credit memos forwarded on are processed in a timely manner.
Prepares credit memos as needed to realize overpayments, duplicate payments, and other unapplied cash with suppliers.
Utilizes Workday, ASC, and OnBase to investigate and thoroughly research transactions.
Reviews supplier statements for outstanding activity.
Proactively works with critical suppliers regarding their statements of open activity on a weekly basis.
Provides status updates and discrepancy details, and works directly with departments and suppliers to resolve discrepancies in a timely manner.
Requests and prepares for processing invoice and credit memo copies as needed.
Reviews other statements and takes action relative to our payment status with those suppliers.
Reviews invoices older than one month to ascertain if previously processed and follows up with supplier as appropriate.
Clarifies payment data with the supplier and helps to resolve misapplied payments.
Assists in timely resolution by investigating and actively following up on designated supplier outstanding credits, duplicate or erroneous payments.
Follows up with suppliers (via letter or verbal communication) to obtain a refund check if the University is no longer doing business with that vendor.
Files invoices and other documentation that must be referenced later daily.
Prepares documents for scanning and/or handling by those next in the process.
Performs file clean up, including investigation of invoices in multiple systems and follow up with departments and vendors, at least monthly.
Sorts incoming mail (invoices, etc.) into appropriate groups to expedite payment processing.
Participates in projects as assigned by AP Manager in support of AP objectives.
Assists teammates by providing coverage on tasks for absences or heavy volumes in other areas.
Assists in working with Purchasing to enhance relationships and ensure the best billing procedures are in place with University suppliers.
Compiles and provides feedback to AP Manager and AP Director for improving processes and updating policies.
Reports timely to supervisors regarding weekly productivity, recurrent department or supplier issues, supplier statement status, and supplier credit hold situations.