Accounting Assistant I Supervisor (Procurement Services - Accounts Payable)

Rutgers University; New Brunswick (NJ); On-site; USD 60,000 - 92,000; Full time

Job summary

Rutgers University is seeking an Accounting Assistant I Supervisor for Procurement Services - Accounts Payable. This role involves processing payment requests, ensuring compliance with university guidelines, and supporting the supervisor in various accounting functions. The ideal candidate will hold a Bachelor's degree and possess relevant experience in financial systems, particularly Oracle.

Qualifications

• Bachelor’s degree preferably in accounting, finance, or related field.
• At least two years of relevant experience in a financial/accounting function.
• Knowledge of generally accepted accounting principles.

Responsibilities

• Processes Check Requests and Non-PO payment requests accurately.
• Executes end-to-end payment processing and maintains transaction logs.
• Communicates with departmental submitters regarding documentation issues.

Skills

Excellent written and verbal communication skills

Problem-solving skills

Computer literacy

Strong organizational skills

Ability to manage multiple tasks efficiently

Proficiency in financial systems

Understanding of invoice processing

Intermediate level knowledge of Excel

Education

Bachelor’s degree in accounting, finance, business administration, or related field

Tools

Oracle

Excel

Job description

Accounting Assistant I Supervisor (Procurement Services - Accounts Payable)

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Recruitment/Posting Title Accounting Assistant I Supervisor (Procurement Services - Accounts Payable)

Job Category

Job Category Staff & Executive - Finance/Accounting/Purchasing

Department

Overview

Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.

University Finance and Administration ( UFA ) advances Rutgers’ strategic priorities through the management of all central financial, administrative, and student information systems and processes. We provide essential support and guidance to the Rutgers community, enabling informed decision-making that drives our academic, health, and research excellence. Committed to UFA’s guiding principles and core values , we offer opportunities for professional growth while contributing to the long-term strategic advancement of our division and the university.

Posting Summary

Rutgers, The State University of New Jersey, is seeking an Accounting Assistant I Supervisor for University Procurement – Accounts Payable. Reporting to the Accounting Supervisor I, this position is responsible for processing payment requests for transactions requiring a Check Request. Additionally, the incumbent will serve as a backup for Non-Purchase Order (Non-PO) transactions, utilizing university systems to review documentation, complete Excel templates, and upload files into Oracle for payment processing. This role also supports the supervisor in reconciling clearing accounts and preparing journal entries. The selected candidate will be trained to initiate the payment run process in the absence of the Accounting Supervisor I.

Among the key duties of this position are the following:

• Independently and accurately processes Check Requests and Non-PO payment requests, ensuring compliance with University Procurement Guidelines and Policies and verifying proper authorizations.
• Executes end-to-end payment processing, including creating payment files and printing paper checks as needed.
• Converts submitted Excel attachments into the appropriate upload format, ensuring accurate payee and site information for taxable payees.
• Uploads completed Excel spreadsheets into Oracle, monitors reports for successful uploads, and resolves any failed submissions.
• Communicates professionally and promptly with departmental submitters regarding missing or incorrect documentation, ensuring timely resolution.
• Provides the Check Mailing Team with successfully uploaded spreadsheets, including audit and special handling instructions.
• Maintains a daily log of processed transactions for accurate record-keeping.
• Conducts research in Oracle to retrieve and verify payment information.
• Escalates issues that may delay timely processing and flags any Check Requests or Non-PO submissions that do not align with established guidelines and procedures.
• Delivers exceptional customer service and assists the supervisor in responding to inquiries from the Tax Department and Help Desk.
• Processes Check Requests through MarketPlace as required.
• Assists in journal entry preparation and reconciliation of select clearing accounts.
• Supports ePayable functions within Accounts Payable as directed by the supervisor.
• Bachelor’s degree preferably in accounting, finance, business administration, or related field and at least two years of relevant experience in a financial/accounting function; or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of generally accepted accounting principles and practices.

Certifications/Licenses

Required Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills, and problem-solving skills.
• Computer literacy and ability to learn and work in multiple systems.
• Strong organizational skills.
• Ability to manage multiple tasks efficiently.
• Proficiency in financial systems, particularly Oracle.
• Understanding of invoice processing, office administration or bookkeeping.
• Intermediate level knowledge of Excel.

Preferred Qualifications

• Accounting experience in an Accounts Payable environment or application.
• Oracle.
• Excel.

Physical Demands and Work Environment

Special Conditions

Posting Number

Posting Number 25ST1121

Posting Open Date

Posting Open Date 05/19/2025

Special Instructions to Applicants

Regional Campus

Home Location Campus

Home Location Campus Off Campus

City

City Piscataway

State

State NJ

Position Information Recruitment/Posting Title Accounting Assistant I Supervisor (Procurement Services - Accounts Payable) Job Category Staff & Executive - Finance/Accounting/Purchasing Department UFA-Procurement Services Overview Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities. University Finance and Administration ( UFA ) advances Rutgers’ strategic priorities through the management of all central financial, administrative, and student information systems and processes. We provide essential support and guidance to the Rutgers community, enabling informed decision-making that drives our academic, health, and research excellence. Committed to UFA’s guiding principles and core values , we offer opportunities for professional growth while contributing to the long-term strategic advancement of our division and the university. Posting Summary Rutgers, The State University of New Jersey, is seeking an Accounting Assistant I Supervisor for University Procurement – Accounts Payable. Reporting to the Accounting Supervisor I, this position is responsible for processing payment requests for transactions requiring a Check Request. Additionally, the incumbent will serve as a backup for Non-Purchase Order (Non-PO) transactions, utilizing university systems to review documentation, complete Excel templates, and upload files into Oracle for payment processing. This role also supports the supervisor in reconciling clearing accounts and preparing journal entries. The selected candidate will be trained to initiate the payment run process in the absence of the Accounting Supervisor I.

Among the key duties of this position are the following:

• Independently and accurately processes Check Requests and Non-PO payment requests, ensuring compliance with University Procurement Guidelines and Policies and verifying proper authorizations.
• Executes end-to-end payment processing, including creating payment files and printing paper checks as needed.
• Converts submitted Excel attachments into the appropriate upload format, ensuring accurate payee and site information for taxable payees.
• Uploads completed Excel spreadsheets into Oracle, monitors reports for successful uploads, and resolves any failed submissions.
• Communicates professionally and promptly with departmental submitters regarding missing or incorrect documentation, ensuring timely resolution.
• Provides the Check Mailing Team with successfully uploaded spreadsheets, including audit and special handling instructions.
• Maintains a daily log of processed transactions for accurate record-keeping.
• Conducts research in Oracle to retrieve and verify payment information.
• Escalates issues that may delay timely processing and flags any Check Requests or Non-PO submissions that do not align with established guidelines and procedures.
• Delivers exceptional customer service and assists the supervisor in responding to inquiries from the Tax Department and Help Desk.
• Processes Check Requests through MarketPlace as required.
• Assists in journal entry preparation and reconciliation of select clearing accounts.
• Supports ePayable functions within Accounts Payable as directed by the supervisor.

Position Status Full Time Hours Per Week Daily Work Shift Day Work Arrangement FLSA Exempt Grade 04 Position Salary Annual Minimum Salary 60028.00 Annual Mid Range Salary 75982.00 Annual Maximum Salary 91936.00 Standard Hours 37.50 Union Description Admin Assembly (MPSC) Payroll Designation PeopleSoft Benefits Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview . Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP Qualifications Minimum Education and Experience

• Bachelor’s degree preferably in accounting, finance, business administration, or related field and at least two years of relevant experience in a financial/accounting function; or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of generally accepted accounting principles and practices.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills, and problem-solving skills.
• Computer literacy and ability to learn and work in multiple systems.
• Attention to detail.
• Strong organizational skills.
• Ability to manage multiple tasks efficiently.
• Proficiency in financial systems, particularly Oracle.
• Understanding of invoice processing, office administration or bookkeeping.
• Intermediate level knowledge of Excel.

Preferred Qualifications

• Accounting experience in an Accounts Payable environment or application.

Equipment Utilized

• Oracle.
• Jaggaer.
• Excel.

Physical Demands and Work Environment Special Conditions Posting Details Posting Number 25ST1121 Posting Open Date 05/19/2025 Special Instructions to Applicants Regional Campus Rutgers University-New Brunswick Home Location Campus Off Campus City Piscataway State NJ Location Details Pre-employment Screenings All offers of employment are contingent upon successful completion of all pre-employment screenings. Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals , if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a Bachelor's degree, preferably in accounting, finance, business administration, or related field and at least two years of relevant experience in a financial/accounting function; or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of generally accepted accounting principles and practices?
  • Yes
  • No

Required Documents

Resume/CV

Cover Letter/Letter of Application

Optional Documents

List of Professional References (contact Info)

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement .

In compliance with the Americans with Disabilities Act (ADA) and the New Jersey Law Against Discrimination (NJLAD), if you have a disability and would like to request an accommodation with regard to your access to and/or your participation in the application and selection processes (for example, the online application process or interviews), please call 848-932-4444 or e-mail us .

Rutgers University is an equal access/equal opportunity institution. If you have trouble accessing this page because of a disability, please contact us at 732.745.7378 or via email at [e-mail] .

For technical assistance with the applicant tracking system (login, filling out your application, resetting your password, etc.) please contact the ROCS Help Desk at 848-932-4444 or [e-mail] .

To learn more about Rutgers University’s commitment to diversity and inclusion on its campuses, click here .