Accounts Payable Specialist

Chapman University Careers•Irvine, CA

18h

About The Position

The Accounts Payable Specialist is responsible for accurately auditing and processing timely payments for invoices, Independent Contractor Agreements, reimbursements, and other related expenses in compliance with all applicable policies, procedures, and Federal and State reporting requirements. This position also assists with providing guidance and training on payment request requirements, fiscal policies, and procedures to ensure end-user needs are met and supported. Performs other duties as assigned.

Requirements

Working knowledge of policies and procedures governing payment requests, and familiarity with accounting principles as they apply to daily operations and payment processing
Strong organizational skills to manage multiple priorities and produce high-volume, accurate work with minimal errors
Excellent interpersonal and communication skills to work effectively with diverse individuals at all university levels and foster team collaboration.
Effective written communication skills.
Strong technical aptitude to learn and use enterprise systems and departmental tools, including automated, multi-screen online accounting systems.
Ability to independently research and resolve problems.
Ability to learn and interpret university and departmental fiscal policies and procedures.
Ability to use tact, diplomacy, and maintain confidentiality.
Proficiency in maintaining electronic files and records.
Ability to train campus users on payment request requirements and related processes.

Responsibilities

Process University expense requests and related documents in compliance with Chapman University policies, procedures, and applicable State and Federal regulations
Audit and process a high volume of purchase requests, wire payment requests, purchase orders, and non-purchase order documents to ensure accuracy and appropriateness.
Interpret and apply campus policies and procedures consistently
Verify compliance with Federal and State requirements for all transactions.
Ensure all documents are original and have not previously been paid.
Process payments for professional services, honorariums, guest speakers, performers, and similar engagements in accordance with University and regulatory requirements
Research and resolve problematic documents and exceptional situations; provide recommendations and alternatives to campus personnel.
Validate supplier data in the system and collaborate with the supplier management team for required updates.
Determine appropriate payment dates to meet deadlines or take advantage of early payment discounts
Monitor pending payments, purchase order approvals, matching, workflow approvals, and resolve budget exceptions to expedite processing
Review computer-generated reports and verify accuracy of data entry.
Other duties as assigned
Provide customer service related to payment requests and reimbursements to campus representatives, auxiliary organizations, and external entities.
Develop and maintain effective working relationships with campus personnel and suppliers
Assist campus personnel with completing forms on-purchase order expense requests and reimbursement requests
Interpret and communicate policy and procedures clearly
Resolve inquiries accurately and promptly or refer to the appropriate resource
Communicate effectively in a variety of situations, both verbally and in writing
Assist with Accounts Payable training by conducting workshops for campus personnel
Handle complex and/or sensitive information in accordance with campus policy
Suggest improvements to enhance efficiency and service
Review payment statements and related documentation to ensure payments are processed accurately and comply with applicable tax reporting requirements
Audit payment requests to ensure proper supporting documentation and verify expense account accuracy prior to voucher creation
Provide guidance and support to campus departments on payment processes and compliance requirements
Work with department staff to resolve coding errors, budget discrepancies
Ensure proper handling of nonresident alien payments and compliance with IRS 1099 reporting requirements
Assist with month-end and fiscal year-end close activities, including calendar expense posting, to ensure timely and accurate recording of expenses for reporting requirements
Participate in system upgrades and assist the Accounts Payable Manager with special projects
Support testing for Accounts Payable system upgrades to ensure functionality and accuracy
Recommend policy and procedural changes to increase efficiency and effectiveness
Contribute to projects that streamline processes and enhance organizational efficiency
Prepare and maintain documentation of operating procedures in a desktop manual
Maintain electronic files and logs for Accounts Payable requests in accordance with University policies
Ensure integrity, confidentiality, and accountability of all financial information
Organize and store documents systematically within the imaging software and electronic systems
Assist with timely deletion of financial records in compliance with retention policies