Accounts Payable Specialist

MSU Alumni Foundation • Bozeman, MT

1d • Onsite

About The Position

The Accounts Payable Specialist for the Montana State University Alumni Foundation (“Alumni Foundation”) supports the financial operations of the organization by ensuring timely, accurate, and compliant processing of all payables. The role manages invoice processing, vendor payments, expense reimbursement, and related accounting functions while upholding audit standards, donor restrictions, and University/Alumni Foundation policies. Duties require significant attention to detail and the ability to effectively manage a variety of accounting tasks. The Accounts Payable Specialist reports to the Associate Director of Accounting.

Requirements

• Extreme attention to detail and accuracy.
• Excellent communications skills for interacting with diverse vendors and internal staff.
• Ability to handle sensitive financial information with confidentiality.
• Ability to follow policies and procedures.
• Ability to organize and multi-task accurately in a busy environment.
• Associate or bachelor’s degree in accounting, finance, or business administration.

Nice To Haves

• Proven experience managing accounting for multiple entities or departments.
• Direct experience with Ramp, Bill.com, or similar cloud-based spend management platforms.
• High proficiency in Microsoft Excel and automated accounting systems (experience with Blackbaud Financial Edge is a significant plus).
• Strong understanding of the 1099-NEC and 1099-MISC filing requirements.

Responsibilities

• Review, code, and process invoices, check requests and documents in accordance with Alumni Foundation policies.
• Ensure accurate recording of expenses to appropriate funds, entities, and donor restricted accounts.
• Verify proper approvals and compliance with IRS and state regulations.
• Prepare weekly payment runs including checks, ACH, and wire transfers via online platform.
• Monitor outstanding payables, credits, and discrepancies.
• Serve as primary contact for vendors, staff and partners regarding payment status and accounts payable guidelines.
• Maintain accurate vendor records, including W9 forms and managing the onboarding of new service providers.
• Resolve billing disputes and payment questions promptly.
• Oversee coding and reconciliations of all corporate credit card transactions and employee reimbursements.
• Assist with month-end closing including AP accruals and reconciliations.
• Support annual audits with schedules and documentation.
• Maintain organized digital and physical records to support a “paperless” audit environment in accordance with retention policies and procedures.
• Train staff on billing and credit card platforms as needed to ensure compliance with Alumni Foundation’s travel and expense policies.
• Lead the annual 1099 preparation and filing process to ensure federal compliance.
• Assist the Accounting team with journal entries and financial adjustments as needed.
• Identify workflow improvements and opportunities for automation.
• Support financial systems updates and policy changes.
• Recommend internal control enhancements.
• Affect and maintain a professional, proactive, positive, highly collaborative, and performance-centric work environment.
• Perform other duties, as assigned.

Benefits

• medical, dental, and vision insurance (all of which are 90-100% employer-paid for employee-only coverage)
• 403(b) retirement plan with 7% employer contribution
• up to 5 weeks’ paid time-off
• 11 paid holidays
• tuition assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree