Accounts Payable Coordinator

Drury University•Springfield, MO

25d

About The Position

The Accounts Payable Coordinator collects and processes vendor invoices and travel reimbursements for payment. The role handles invoice and payment processing, payment verification, check and electronic payment procedures, account and vendor reconciliations, tax reporting, records management, audit preparation, and related administrative support. The position also supports certain accounts receivable tasks, including preparing daily bank deposits and helping prepare unpaid accounts for collection.

Requirements

Associate degree or equivalent, plus accounts payable work experience, or an equivalent combination of education and experience.
Two years of experience in computerized accounts payable, including understanding accounts payable accounting, invoice processing, mainframe payables data entry, and producing accurate and timely checks.
Ability to review invoices, purchase orders, and supporting documentation; edit data entry; and compare checks with invoices for accuracy.
Ability to use discretion and judgment when reviewing travel reimbursements and to refer questionable items to a supervisor.
Knowledge of accounting rules for debiting and crediting expense and credit memo accounts.
Ability to maintain a meticulous manual filing system and documented proof of university expenditures.
Strong attention to detail to ensure payment accuracy, identify questionable or unauthorized expenditures and calculation errors, and safeguard university assets.
Ability to type and enter computer data.
Ability to use Microsoft Word for mass mailings and envelope labels.
Ability to use a calculator to total vendor invoices and batches and verify checks.
Ability to use a copy machine to copy invoices for vendor credit.
Good arithmetic skills, including addition, subtraction, multiplication, and division for computing payments and discounts.
Ability to set goals, organize workload, remain flexible, and work under pressure to meet weekly payment deadlines.
Ability to use Jenzabar EX and a terminal to enter invoices for payment.
Ability to use basic Microsoft Excel, including some formulas.
Ability to walk, sit, use hands to finger, handle, or feel, reach with hands and arms, and talk or hear regularly; stand and stoop, kneel, or crouch frequently; occasionally lift or move up to 25 pounds; and go up and down stairs. Close vision is required.

Nice To Haves

Accounting degree and experience preferred.

Responsibilities

Run edits of posting journals; verify account numbers, payment amounts, payees, and dates; and post edits.
Print checks using a MICR laser printer and run electronic payments.
Capture posting journals, check edits, check registers, and related documents in Perceptive Content Imaging Software.
Upload accounts payable checks to bank positive pay software and accounts receivable refunds to BankMobile; use RefQuest to pay officials.
Reconcile travel advances and vendor statements, and settle payment disputes with vendors, faculty, and staff.
Run Motor Vehicle Reports and set up online driver training for University drivers.
Submit check batches to the CFO or Vice President for Administration for signature; attach supporting documents and prepare checks for mailing.
File the Missouri Entertainer Tax report quarterly.
Prepare and enter invoices for payment; verify authorization, signatures, amounts, purchase order matches, accounts, discounts, payment terms, and check stub descriptions.
Maintain 1099 tax form information; generate, sort, and create forms; submit them electronically to the IRS; distribute recipient copies; collect vendor W9 or W8 forms; and submit 1099/MO96 to the State of Missouri.
Maintain copies of records for Drury archives and scan checks, invoices, and related supporting documentation into Perceptive Content Imaging Software; file paper copies.
Separate payroll from independent contractors.
Enter and void checks in the computer and online banking system bi-monthly.
Review outstanding checks monthly and pursue recipients when checks may be stale.
Prepare auditor schedules listing outstanding credit memos and invoices and prepare other documents needed for audits.
Verify outstanding purchase orders, including payments, partial shipments, outstanding amounts, and deletions.
Order department supplies using campus procedures.
Prepare daily bank deposits and enter payments into J1.
Help prepare unpaid accounts receivable accounts for referral to a professional collection agency.
Keep and organize Certificates of Insurance.
Assist other staff with mailings and other projects as needed.