Shared Services Coordinator, Accounts Payable - UT System Administration

University of Tennessee•Knoxville, IA

8d•$40,000 - $45,000

About The Position

The Shared Services Coordinator supports University financial operations by entering approved invoices and related payment documents into the University’s enterprise resource planning (ERP) system. The position also handles documentation for wire-payment clearing and ACH return payments, reconciles procurement-card charges, assists employees with travel and expense-report activities, and helps manage the accounts payable inbox. Success in the role requires attention to detail, customer-service skills, proficiency with financial systems, and the ability to follow University policies and procedures while meeting processing deadlines. The coordinator reviews invoice documentation for required approvals, completeness, accuracy, and compliance before entry; records invoice and payment information in the ERP system; and follows up on missing or inconsistent information. The role supports wire and returned ACH payment processing, procurement-card reconciliation, travel and expense reporting, and routine accounts payable inquiries. It also involves maintaining confidentiality, providing professional support to stakeholders, identifying recurring processing issues, and performing related duties and special projects.

Requirements

Associate’s degree in accounting, finance, business administration, or a related field, or equivalent work experience.
Experience using an ERP system, financial-management system, or comparable data-entry system.
Demonstrated ability to accurately enter and review financial or administrative data and maintain organized documentation.
Experience providing professional customer service and communicating clearly with varied stakeholders.
Knowledge of basic accounts payable, invoice-processing, payment-documentation, and reconciliation practices.
Ability to accurately review, enter, and maintain financial information in an ERP system.
Ability to follow established policies, procedures, approval requirements, and internal controls.
Strong attention to detail and organizational skills, with the ability to manage routine work within established deadlines.
Ability to research routine issues, identify missing information, and clearly communicate required actions.
Strong written and verbal communication and customer-service skills.
Proficiency with ERP systems, spreadsheet software, email, and standard business applications.
Ability to maintain confidentiality and handle sensitive information appropriately.

Nice To Haves

Experience with accounts payable, invoice processing, expense reports, travel reimbursements, procurement cards, or vendor payments.
Experience working in a large, complex, or higher-education organization.
Experience using a University ERP system and electronic expense-management or travel system.

Responsibilities

Review department-approved invoices and related documentation for approvals, completeness, accuracy, and compliance with payment procedures.
Enter invoice, payee, accounting-distribution, purchase-order, and supporting-documentation information accurately and promptly in the University ERP system.
Identify missing, incomplete, inaccurate, or inconsistent documentation and coordinate corrections with departments or other stakeholders.
Ensure payment requests have appropriate supporting documentation and retain records according to University procedures and requirements.
Assist with routine accounts payable processing and related operational tasks.
Enter ERP documents to record wire payments and associated processing or bank fees.
Enter documents required to process vendor payments when ACH payments are returned.
Research routine processing exceptions and coordinate with accounts payable staff, vendors, departments, or other stakeholders to resolve them.
Reconcile procurement-card charges for Financial Administration staff as assigned.
Obtain receipts, business-purpose explanations, approvals, and other documentation to substantiate procurement-card transactions.
Guide cardholders and departments on procurement-card documentation and reconciliation procedures.
Identify incomplete, unsupported, duplicate, or unusual procurement-card charges and escalate exceptions according to established procedures.
Serve as a delegate to assist staff with travel arrangements and creating or submitting expense reports.
Assist with contingent-worker delegate setup requests according to access, approval, and system-security procedures.
Research returned checks related to expense reports and coordinate follow-up or corrections.
Provide routine guidance on expense-report documentation, travel processes, and ERP-system navigation.
Monitor, organize, and respond to email received through the accounts payable inbox.
Route invoices, payment inquiries, documentation, and other requests to appropriate staff or workflows.
Provide timely, accurate, and professional responses to departments, vendors, and internal stakeholders regarding routine accounts payable processes and payment-documentation requirements.
Maintain current knowledge of the University ERP system and provide end-user support as needed.
Maintain confidentiality and handle sensitive financial, vendor, payment, and employee information appropriately.
Identify recurring processing issues and recommend practical improvements to accuracy, timeliness, customer service, and documentation quality.
Perform other related duties and special projects supporting accounts payable and financial operations.