Accounts Payable Coordinator

University of Rochester

4d•$21 - $30•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 position performs non-routine and complex work associated with accounting, bookkeeping, and cost-recording transactions. It reports on accounting transactions resulting from general operations and/or research activities of the University. The role 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 required (Accounting preferred)
4 years of relevant experience (or equivalent) required
Ability to thrive in a high-volume work environment
Excellent customer service skills
Superior organization skills
PC experience
Proficiency with Microsoft Excel

Nice To Haves

Knowledge of University financial procedures
Knowledge of OnBase, ASC and/or Workday systems

Responsibilities

Processes invoices for payment in OnBase, ASC and/or Workday as appropriate.
Determines and confirms appropriate coding and enters data into systems in a timely and accurate manner.
Monitors workflows/work queue diligently so that any rejects or problems can be re-worked 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 thoroughly until items are processed, removed from supplier statement, and provides payment information to departments and suppliers.
Works with suppliers and departments to get any additional information needed to process outstanding invoices and credit memos.
Utilizes Workday, ASC, and OnBase to investigate and thoroughly research transactions.
Works collaboratively with Purchasing and departments to resolve invoice discrepancies and payment delays.
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.
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 invoices older than one month to ascertain if previously processed and follows up with suppliers and departments as appropriate.
Investigates invoice status in multiple systems to ensure there were no technical issues.
Clarifies payment data with the supplier and helps resolve misapplied payments.
Efficiently utilizes contact with suppliers to verify contact information: remit to address, phone, contact name, email address, electronic banking information, etc.
Provides updates to appropriate AP staff.
Participates in evaluation of suppliers to determine if they are or are not sending invoices directly to AP and what obstacles may exist to transitioning them to sending invoices directly to AP.
Actively participates in department/team staff meetings and training sessions.
Serves as a resource for other staff that may have questions.
Provides training on one or more areas of expertise to new staff and re-trains or cross-trains existing staff.
Assists in problem identification and resolution by serving as an expert for answering questions and solving problems for complex and/or unusual situations.
Compiles and provides feedback to AP Manager for improving processes and updating policies.
Creates and updates procedures and training guides in a timely manner.
Assists in creating recommendations and the implementation of objectives, programs, and procedures to enhance services of the department.
Exercises tact and good judgment in the absence of the Manager.
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.
Responsible for timely reporting to supervisors with regards to weekly productivity, recurrent department or supplier issues, supplier statement status and supplier credit hold situations.