Sr. Accounts Payable Specialist

Charles R. Drew University•Los Angeles, CA

4d•Onsite

About The Position

The Senior Accounts Payable Specialist works under the direction of the Controller in the Finance Department. The role processes vendor invoices, check requests, and other payments to vendors, credit card companies, students, and employees within established timeframes and in accordance with University policies and procedures. The position also provides administrative assistance to the Finance Department and support to colleagues, vendors, students, and University staff regarding accounts payable matters. The role handles daily invoice and payment processing, including purchase-order matching, accounting-system entries, check processing, vendor reconciliation, refunds, garnishments, and electronic bank processes. It coordinates with vendors, approvers, Procurement, receiving, end users, Payroll, Student Finance, and Cash Management to resolve payment issues and ensure accurate and timely disbursements. The specialist organizes payment documentation and supports audits, reporting, and year-end records management. This position is on-site unless otherwise authorized by a manager. It is a non-exempt role and requires compliance with the University's current COVID-19 requirements as a condition of employment.

Requirements

Regionally accredited associate’s degree in a related area, or equivalent combined education and experience.
Three to five years of work experience in Accounts Payable.
Experience using accounts payable computer software.
Ability to work in a high-volume, fast-paced environment.
Ability to meet deadlines while maintaining a high level of accuracy and efficiency.
Ability to interact and communicate with people at all levels inside and outside the University.
Ability to deliver excellent customer service.
Basic working knowledge of Microsoft Excel and Word.
Ability to interact well with others, follow instructions, and show initiative and resourcefulness.
Ability to perform complex work requiring careful review, analysis, interpretation, complex research, and preparation or presentation of complex verbal and written reports.
Ability to work effectively with a diverse community.
Compliance with the University’s current COVID-19 requirements as a condition of employment.

Nice To Haves

Experience working for an educational institution.
Familiarity with Great Plains.

Responsibilities

Process daily vendor invoices after performing a three-way match or, for capital items, a four-way match that includes an inventory tag sheet.
Process daily check requests for vendors, card companies, employees, and students after verifying supporting documentation.
Enter and post accounts payable batches daily in the A/P accounting system.
Open and sort incoming vendor mail daily.
Reconcile vendors’ monthly statements of unpaid invoices against accounts payable vendor transaction data.
Coordinate with vendors, the receiving department, and end users to resolve unpaid invoices.
Coordinate immediate refunds for vendor credit invoices, considering unpaid or expected invoices from the vendor.
Process weekly check runs using the aging report and prepare and mail or release checks after CFO approval.
Upload processed checks daily to the bank’s system.
Void or reissue checks as requested.
Review bank exception notices and respond electronically so the bank can pay the related check.
Organize and file payment documentation, retrieve and photocopy documents for audits or vendor activity analysis, and prepare year-end files for transfer to storage as needed.
Assist colleagues with E-Requester questions and inquiries and submit E-Requester requests for the Finance and Payroll departments.
Before Thursday check runs, identify urgent requests and follow up with approvers and the Procurement Team.
Process Payroll Department garnishment requests every two weeks.
Process check requests for wire payments for the University’s credit card and process bank Positive Pay.
Follow up on overpayments to vendors, students, and employees and ensure refunds are received.
Review student credit-balance requests from Student Finance and Cash Management, verify which students need setup or address updates, and coordinate requests with Procurement.
Request vendor, student, and employee address updates from the Procurement Team.
Assist University staff, colleagues, vendors, and students with requests for cleared-check copies or check status, and coordinate check pickups.
Complete reports, audit work, and other requests from the Controller or CFO.
Research and resolve invoice-processing issues and respond to vendor payment inquiries.
Provide administrative assistance to the Finance Department and assist other Finance Department members with related matters or duties assigned by the A/P lead or Controller.
Perform other related duties as assigned or requested.