Accounts Payable Coordinator

Drury University•Springfield, MO

About The Position

The Accounts Payable Coordinator collects and processes vendor invoices and travel reimbursements for payment. The role verifies payment documentation and authorization, enters and processes invoices and checks, makes electronic payments, maintains vendor and tax records, reconciles statements and travel advances, and supports audit preparation. The coordinator also handles selected accounts receivable tasks, bank deposits, driver reporting and training administration, departmental supplies, and other administrative projects.

Requirements

Associate degree or equivalent, plus accounts payable experience, or an equivalent combination of education and experience.
Two years of experience in computerized accounts payable, including a working understanding of accounts payable accounting, invoice processing, and payable data entry on a mainframe computer system.
Ability to read and review invoices, purchase orders, and supporting documents; edit data entry; and compare checks with invoices for accuracy.
Ability to exercise discretion and judgment when reviewing travel reimbursements and bring questionable items to a supervisor's attention.
Knowledge of accounting rules for properly 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; use Microsoft Word for mass mailings and envelope labels; use basic Microsoft Excel, including some formulas; and use a calculator and copy machine.
Good math skills, including adding, subtracting, multiplying, and dividing to calculate payment amounts 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 perform the essential functions, with reasonable accommodation where applicable.
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; see at close range; and go up and down stairs.

Nice To Haves

Accounting degree and experience preferred.

Responsibilities

Run and review posting journals and check edits, verify account numbers, amounts, payees, dates, and other entries, and post edits.
Print checks using a MICR laser printer; run electronic payments; upload checks to bank positive-pay software and AR refunds to BankMobile; and use RefQuest to pay officials.
Capture and scan posting journals, check edits, check registers, checks, invoices, and related backup documentation in Perceptive Content Imaging Software; maintain paper files and university archives.
Prepare and enter invoices for payment, verify payment authority and signatures, validate invoice and purchase-order amounts and accounts, and account for discounts, payment terms, and check-stub descriptions.
Reconcile travel advances and vendor statements; resolve payment disputes with vendors, faculty, and staff; and separate payroll payments from independent contractors.
Prepare, generate, sort, and distribute 1099 tax forms; maintain 1099 information; collect vendor W-9 or W-8 forms; submit forms to the IRS electronically and send 1099/MO96 to the State of Missouri.
Enter and void checks in the computer and online banking system; review outstanding checks monthly and pursue stale checks when appropriate.
Submit check batches for signature to the CFO or Vice President for Administration, attach supporting documents, and prepare checks for mailing.
File the Missouri Entertainer Tax report quarterly and prepare audit schedules and other requested audit documents, including current outstanding credit memos and invoices.
Verify outstanding purchase orders, including partial shipments, outstanding amounts, and deletions.
Run Motor Vehicle Reports and set up online driver training for University drivers.
Maintain department supplies by ordering items through campus procedures; prepare daily bank deposits and enter payments into J1.
Help prepare unpaid accounts receivable for referral to a professional collection agency and maintain Certificate of Insurance documents.
Assist staff with mailings and other projects as needed.