Accounts Payable Coordinator

University of Redlands • Redlands, CA

14h • $18 - $23 • Onsite

About The Position

Reporting to the Accounting Manager, the Accounts Payable Coordinator is responsible for auditing, processing, and maintaining all non‑payroll disbursements for the University and its multiple campus locations. Working under limited supervision, this position ensures accuracy, compliance, and timely execution of accounts payable functions in alignment with University policies, state and federal regulations, ensuring strong internal controls. The coordinator serves as a key resource for departments across the institution administering and managing the University’s automated invoice and expense management systems, providing guidance on payment procedures, vendor documentation, tax requirements, and financial system processes. This classification requires strong analytical skills, attention to detail, and the ability to manage a high volume of transactions while maintaining exceptional accuracy and confidentiality

Requirements

• Position requires a high school diploma or equivalent plus 3 years of additional coursework in Accounting, Business, Finance, Information Technology, and 5 years of related experience in a similar position or an equivalent combination thereof.
• 3 - 8 years of progressively responsible accounting or accounting experience in a high- volume environment; experience in higher education is a plus.
• Knowledge of generally accepted accounting principles, accounts payable processes, accruals/deferrals, fixed asset capitalization, and internal controls.
• Ability to exercise discretion and work effectively with confidential information.
• Excellent attention to detail and accuracy in the operation of the position.
• Ability to research and resolve discrepancies.
• Well organized and able to handle multiple, competing priorities.
• Ability to work independently and exercise independent judgement with minimal supervision in a fast-paced environment with changing priorities.
• Working knowledge of applicable federal and state laws and regulations.
• Skill in providing superior customer service and maintaining composure when conflict arises.
• Prepare clear and accurate reports, documents, data entries and files and adhere to standard practices of record keeping and filing.
• Ability to use sound judgment in the application of policies and procedures.
• Communicate effectively and follow instructions, both verbally and in writing.
• Excellent technical, analytical, and problem-solving skills.
• Strong proficiency in Microsoft Office software including Excel, Word, SharePoint, Teams, Outlook and similar software.
• Aptitude to learn new and evolving technology and recommend ways to improve position’s efficiency.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve University objectives.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Nice To Haves

• 3 - 8 years of progressively responsible accounting or accounting experience in a high- volume environment; experience in higher education is a plus.

Responsibilities

• Audits all disbursement documents, including invoices, purchase orders, check requests, expense reports, contract payments, advances, and credit memos, to ensure accuracy, proper authorization, proper coding to the general ledger and complete supporting documentation.
• Operates and maintains the automated invoice management system, Emburse Invoice, including OCR ingestion, workflow routing, exception handling, vendor management, configuration of approval workflow routing, troubleshooting exceptions, and coordinating system updates.
• Reviews and processes employee and student expense reports through automated expense management system, Emburse Expense, ensuring compliance with University policies and procedures, including appropriate and reasonable out-of-pocket expense reimbursements, compliant corporate p-card transactions, workflow routing, troubleshooting exceptions, and coordinating system updates.
• Processes and reviews payment batches including voucher entry, check runs, ACH payments, purchase order three‑way matching, blanket purchase orders, recurring vouchers, ensuring timely and accurate disbursements across multiple campus locations. Accurately determines appropriate deferral and accrual of invoices according to proper fiscal period. Applies University fixed asset capitalization policies to disbursements.
• Establishes, updates, and maintains vendor records, ensuring compliance with University policies, W‑9 requirements, and state and federal reporting guidelines.
• Manages compliance and backup withholding processes for domestic and foreign payees, including analyzing foreign payments, assists with quarterly and annual state withholding reporting, and performs the University’s TIN‑matching process to ensure accurate reporting and adherence to IRS and state independent contractor regulations.
• Identifies and reviews independent contractor payments for reporting to government agencies. Preparations and distributes year-end 1099 forms for appropriate reporting to taxing authorities.
• Compiles, calculates, and applies sales and use tax, ensuring proper tax treatment on all University purchases and maintains related documentation.
• Balances daily Accounts Payable activity by reconciling the AP subledger to the financial system, analyzes data through system‑generated reports and queries, and maintains organized documentation to support accurate financial reporting.
• Monitors outstanding AP items—including open purchase orders, unpaid invoices, vendor credits, duplicate payments, stale‑dated checks, student refunds, and advance balances—and coordinates with departments to research and resolve discrepancies.
• Investigates and resolves discrepancies, duplicate and missing payments, outstanding credits, inaccurate bank transactions, vendor disputes, and maintains professional vendor relationships.
• Provides guidance and training to employees on the University’s Emburse Expense and Invoice management systems, including proper procedures for entering invoices, coding expenses, and ensuring compliance with established accounts payable policies. Periodically schedules and conducts virtual training events. Prepares user guides for internal stakeholders.
• Supports external audit preparation, providing requested AP documentation, schedules, and reconciliations.
• Adheres to all University safety, compliance, and housekeeping policies and procedures.
• Performs other related duties or special projects as assigned or directed.

What This Job Offers

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