Accounts Payable Specialist Jobs

About The Position

Requirements

• High school diploma or equivalent and relevant accounts payable, bookkeeping, or accounting experience; an equivalent combination of education and experience will be considered.
• Ability to review financial documents, enter and reconcile transactions accurately, and meet recurring deadlines.
• Working proficiency with spreadsheets, email, and accounting or enterprise systems, and ability to learn the University’s software and electronic workflows.
• Sound judgment in handling confidential information, following approval controls, and escalating discrepancies or suspected payment fraud.
• Clear written and verbal communication and ability to work effectively with vendors and colleagues across the University.

Nice To Haves

• Associate or bachelor’s degree in accounting, business, or a related field.
• Experience with accounts payable in higher education or another organization with purchasing, fund, or departmental accounting.
• Experience with electronic invoicing and payments, vendor maintenance, Form W-9 records, and support for Form 1099 reporting.
• Intermediate Excel skills, such as filtering, lookups, and reconciliation of data exports.

Responsibilities

• Receive and review invoices, credits, and payment requests; confirm required approvals, invoice details, account coding, payment terms, and supporting documentation before entry.
• Match invoices to purchase orders and evidence of receipt when applicable, and work with Procurement, faculty, staff, and vendors to resolve billing differences.
• Enter, review, and track transactions in the accounts payable system; check for duplicate invoices, accuracy of extracted or imported data when used, and completeness of electronic records.
• Prepare invoices due for payment and payment batches for authorized review and release; apply available discounts, review applicable tax treatment under University procedures, and monitor due dates.
• Maintain vendor records and required tax documentation; follow verification and approval procedures for new vendors and changes to addresses or payment instructions, and escalate unusual requests.
• Research vendor statements, credits, refunds, returned payments, voids, and stop payment requests; document adjustments and resolve outstanding balances.
• Reconcile accounts payable records and investigate exceptions; assist with month-end and year-end close, audit requests, and vendor tax reporting as assigned.
• Respond to vendor and campus inquiries clearly and promptly while protecting confidential financial and personal information.
• Maintain organized records in accordance with University procedures.