Accounts Payable Specialist

Norwich University•Northfield, VT

11h•Onsite

About The Position

The Accounts Payable Specialist fulfills Norwich University’s mission by accurately and promptly processing accounts payable transactions while supporting operational efficiency, financial controls, and vendor relationships. The position administers invoice-processing workflows, supports ERP and accounts payable automation systems, ensures compliance with institutional policies and audit requirements, and contributes to Finance organization process improvements. The Specialist collaborates with vendors, procurement, and internal stakeholders to support effective payment management and financial stewardship. This is a 1.0 FTE position scheduled for 40 hours per week and 52 weeks per year. The role also provides backup to the Staff Accountant and assists with credit card expense-report processing. The work is primarily indoors at a computer workstation, with occasional travel outdoors to campus locations and some evening or weekend hours.

Requirements

High school diploma or equivalent required.
Demonstrated attention to detail and commitment to accuracy.
Strong analytical and critical-thinking skills, including the ability to identify issues, research solutions, and resolve problems effectively.
Excellent organizational and time-management skills, including the ability to manage multiple priorities and meet deadlines.
Commitment to continuous process improvement and operational efficiency.
Ability to maintain data accuracy, integrity, and confidentiality.
Proficiency in Microsoft Office, including Word, Excel, SharePoint, Teams, and Outlook; knowledge of Pivot Tables, VLOOKUP/XLOOKUP, and Power Query.
Ability to sit, squat, reach, push, pull, manipulate related equipment, lift 15 pounds, and travel outdoors to various parts of campus.
Ability to work some evening or weekend hours.
Legally authorized to work in the United States without requiring immigration sponsorship, now or in the future.
Successful candidate must complete a post-offer, pre-employment background check.

Nice To Haves

Some college coursework, including accounting courses.
Two years of accounts payable experience.
Proficiency with 10-key touch.
Experience with ERP systems; Banner experience is a plus.
Experience with accounts payable automation platforms.
Experience with electronic payment platforms and vendor portals.

Responsibilities

Process vendor invoices accurately and promptly, match invoices to purchase orders, verify supporting documentation and approvals, code invoices to general ledger accounts, and process invoices through OCR and workflow systems.
Prioritize invoices based on payment terms and discount opportunities; process weekly and one-off check runs; prepare cash requirements reports; and obtain required check-register signatures.
Research missing checks, process stop payments, reissue payments, and reconcile outstanding travel advances and receipts.
Review travel expense vouchers and monthly reimbursement requests, approve direct-pay invoices, and process or assist with credit card expense reports.
Manage vendor onboarding, maintenance, and documentation; review W-9 forms and validate tax information; maintain vendor records and resolve payment and invoice issues.
Respond to vendor and internal inquiries and maintain effective communication with campus departments.
Execute and document internal controls, support segregation-of-duty compliance and fraud prevention, identify duplicate or fraudulent payments, manage unclaimed property related to outstanding checks, and maintain records according to retention requirements.
Track payments to 1099 vendors, support annual tax reporting, analyze vendor statements, monitor accounts payable aging and key performance indicators, and identify process improvements.
Support month-end and year-end closing, meet close deadlines, and provide audit documentation and support.
Administer automated invoice-processing and workflow systems; assist with ERP and accounts payable automation tool implementation and optimization; and maintain the Accounts Payable Manual and Check Run Procedures.
Process invoices within service-level expectations while maintaining accuracy and support continuous improvement and operational efficiency.
Serve as backup to the Staff Accountant and assist with credit card expense reports.
Monitor multiple Financial Affairs email accounts.
Maintain confidentiality, communicate respectfully and clearly with employees, students, and others, and serve on committees or workgroups as assigned.
Maintain proficiency in and use computers, telephones, related equipment, systems, and software; communicate in English through applicable channels; and perform other tasks assigned by the supervisor.

Benefits

Medical insurance
Dental insurance
Vision insurance
Group life insurance
Disability insurance
Flexible-spending accounts for health and dependent care
403(b) retirement plan with employer match
Employee assistance program
Paid time off
Use of the University pool and fitness center
Tuition scholarships for eligible employees and their family members
Some employees may qualify for the Public Service Loan Forgiveness Program on their Federal Student Aid Direct Loan balance