Accounts Payable Specialist

The University of Southern Mississippi•Hattiesburg, MS

22d•Onsite

About The Position

The Accounts Payable Specialist is responsible for the disbursement of all funds in accordance with donor intentions. This position manages all accounts payable processes, processes payments, makes daily deposits, and prepares monthly reconciliation of the Education and General Budget.

Requirements

Highschool diploma or general education degree (GED) with one year related experience and/or training in accounts payable, bookkeeping or in computer information systems.
Employees of this position are prohibited from disclosing confidential and proprietary information of donors and prospects, the Foundation, the University and its employees or students. This confidentiality obligation is effective while employed in this position and continues after termination of employment.
Self-motivated, reliable and punctual
Professional, respectful and determined to provide a positive experience for others
Skill in completing assignments accurately, with speed, and with excellent attention to detail
Results-driven to accomplish individual and team goals and meet deadlines
Ability to handle confidential information with discretion
Ability to effectively use computers and computer programs including, Microsoft Word, Excel, and Outlook
Ability to respond to common inquiries or complaints
Ability to work cooperatively with others and accept direction from supervisors
Ability to apply common sense understanding to carry out instructions
Skill in using mathematics to solve problems

Nice To Haves

Prior work experience in a professional office setting.

Responsibilities

Responsible for the timely processing of all disbursements from Foundation funds.
Enters Financial Services invoice requests in system and manages employee credit card submissions.
Reviews invoice requests for accuracy and completeness, proper approvals and consistency with fund purpose.
Communicates issues and provides assistance to submitters.
Analyzes disbursement requests to determine if accrued expenses, prepaid expenses, use tax, taxable compensation, property accounting or grant reporting is applicable, ensuring proper coding in the system.
Processes and posts checks.
Sends weekly reports to University Tax Compliance and Property Accounting.
Works with payees of old outstanding checks, coordinating with the Manager of Financial Services to process voids and re-issues checks as needed.
Prepares IRS Form 1099s.
Creates new vendors in financial system.
Provides training on use of the accounts payable system.
Makes daily cash deposit and notifies the Staff Accountant when deposit-related journal entries are needed.
Maintains records and prepares a monthly reconciliation of the Foundation’s Education & General Budget account with the University, and prepares and imports related journal entries.
Distributes reports to Foundation budget authorities for review and approval of charges.
Prepares and updates HR Awards encumbrance journal entry.
Maintains accurate records for insurance premium receipts and payments, including invoicing donors, verifying billing from insurance companies, and preparing invoice requests for payment.
Prepares and distributes monthly accounts payable operating budget reports to University staff, accounts payable appeal code reports to Foundation staff and Education and General Budget expense reports to Foundation and University staff.
Performs other duties as assigned.