Program Assistant-AS, Accounts Payable

Rowan University • Glassboro, NJ

4d • Onsite

About The Position

The Accounts Payable department of the Finance Division is responsible for the approving, disbursing and accounting for all cash disbursements for the University. Under the general supervision of the Accounts Payable Supervisor, the individual will independently perform professional duties and responsibilities that revolve around technical function, cash disbursement and distribution, cross training within Accounts Payable department, processing of documents, IRS compliance and vendor maintenance while using established policies.

Requirements

• Graduation from an accredited college with a Bachelor's degree, preferably in Finance, Accounting or other related field.
• Availability to work occasional evenings, weekends, and holidays (only includes holidays where classes are in session such as Columbus Day, Veteran’s Day, Good Friday, Election Day, and President’s Day).
• Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
• Four (4) years of professional position-related experience.
• Possession of a bachelor's degree from an accredited college or university.
• Possession of an associate's degree; and two (2) years of professional position-related experience.
• "Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.

Nice To Haves

• At least one year of experience in Finance, Accounts Payable, or other related field.
• Ability to work as part of a team in a rapidly changing environment.
• Exceptional organizational skills, with a detail-oriented work style.
• Ability to work independently with minimal supervision.
• Ability to meet deadlines and multitask while maintaining workload.
• Excellent oral, written, and interpersonal communication skills.
• Ability to consistently exercise good judgment in a variety of situations.
• Ability to work with a positive attitude, professionalism, and tact.
• Advanced proficiency with Microsoft Office Suite (especially Excel) and detailed knowledge of advancement information systems (preferably Banner and Jaggaer).
• Experience working with a Travel Management Software like Concur.

Responsibilities

• Process and coordinate the timely review of a minimum of 250 – 300 invoices, non-purchase order payment request, direct payments, prepayments, e-invoices and travel into the Banner Finance system daily.
• Enter the accurate disbursement and processing of funds via check, direct deposit or wire transfer for Rowan University, Rowan Foundation, South Jersey Technology Park or REA.
• Assist with implementation, maintenance and testing of department system solutions.
• Support and coordinate campus training related to Accounts Payable functions such as Concur Travel & Expense, ClinCard, Non-PO queues, open houses, fiscal year-end topics, etc.
• Audit all transactions, vendor profile and supporting documentation entered in Banner in a calendar year to ensure 1099 tax forms are in compliance with IRS 1099 reporting regulations.
• Manage incoming vendor statements, direct payment requests, and electronic funds transfer (EFT) transactions for processing.
• Process and resolve returned checks.
• Review and prepare standardized templates for posting such as catering expenses, refunds, university purchase card and vendor payments.
• Serve as a primary point of contact for faculty, staff, and external vendors regarding accounts payable inquiries, providing clear communication and acting as a liaison between departments and vendors.
• Provide backup support for departmental functions, including preparing journal entries and generating Excel reports as needed.
• Investigate and resolve discrepancies by collaborating with originating departments and vendors, ensuring deadlines are met while maintaining a high level of accuracy.
• Identify operational issues, analyze root causes, and implement effective solutions while providing appropriate follow-up.
• Review, interpret, and recommend improvements to policies and procedures to improve the efficiency and effectiveness of the Accounts Payable functions.
• Maintain strict confidentiality when handling sensitive financial information and documentation.
• Open, stamp, sort and email incoming paper invoices to designated AP staff members.
• Scan and index all accounts payable documents.
• Support the department by participating in special projects and performing additional duties as assigned.

Benefits

• comprehensive NJ State health, dental and retirement benefits
• extensive accrued time off/paid holidays
• tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level