Accounts Payable Coordinator

Worcester Polytechnic Institute•Worcester, MA

34d•Onsite

About The Position

Reporting to the Accounts Payable Manager, the Accounts Payable Coordinator is primarily responsible for executing transactional activities related to accounts payable and providing support to the Accounts Payable Manager. This is a part-time position, approximately 22.5 hours per week (60% FTE). Hours are flexible and can be structured based on preference and department needs. During busy periods and vacation coverage, hours will increase to up to 27 hours per week.

Requirements

High school diploma or GED.
At least 1 year of related experience.

Responsibilities

Timely processing of accounts payable transactions, including SINVRs within Workday, in accordance with University policy. This includes verifying the remit-to address, invoice date, payment terms, payment options, invoice number, and ensuring no sales tax is applied.
Student Expense Reports: Verifying approval signatures on reports, worktags, and mileage rates. Ensuring required documentation is provided.
Awards: Verifying signatures. If a gift: Ensuring the gift manager has signed off. If a grant: Ensuring the grant manager has signed off. If an international student: Attaching required tax treaty benefit information. Creating a spreadsheet with each name and timeframe to process monthly graduate fellowship payments.
Accounts Payable Mailbox: Posting invoices with PO numbers. Verifying all invoice information against the records in Workday.
Processing staff, faculty, and visitor expense reports. Reviewing receipts and ensuring compliance with WPI business expense policy.
Relocation Expense Reports: Obtaining additional required signatures and forwarding documentation to Talent for payment processing.
PCard Expense Reports: Verifying expense lines and spend categories are correct.
Responding to inquiries from suppliers, departments, and students via email or phone.
Adding W-9 or W-8BEN information to student records.
Adding banking information for student direct deposit.
Updating student addresses (also required for tax purposes).
Updating suppliers’ remit-to addresses.
Creating weekly assignment reports for team members.
Performs all other duties and responsibilities as assigned or directed by the supervisor.
Ad Hoc Payments