Accounts Payable Analyst

University of Montevallo; Montevallo (AL); On-site; USD 42,000 - 56,000; Full time

Job summary

University of Montevallo is seeking an Accounts Payable Specialist to perform a variety of AP functions. Duties include data entry, invoice verification, coding accuracy, and compliance with university policies.

This on-site role requires reliable commute and is not eligible for remote work. Responsibilities cover full-cycle invoice processing, vendor statements, and IRS 1099 compliance support, with a focus on timely and accurate payments.

Qualifications

• High School Diploma/ GED. Associates or Bachelor’s Degree in Business or Accounting or other related field is preferred.
• This position requires 1‑2 Years of experience in accounts payable and general accounting environment.

Responsibilities

• Process all requisitions/requests for payment made by University departments and ensure the accuracy of coding and legitimacy of related documentation.
• Manage the full-cycle processing of invoices, from intake to payment preparation including running balancing reports, preparing and mailing checks, preparing and emailing direct deposit advices, running end of day reporting for daily reconciliation and banking totals.
• Track monthly statements submitted by vendors for past-due payments, communicate with vendors and/or department representatives to resolve discrepancies and ensure prompt and accurate payment of invoices.
• Reconcile purchasing files with University department records and vendor invoices; upon completion of the reconciliation process, prepare payment for outstanding invoices.

Skills

Organizational skills

Analytical skills

Banner

Microsoft Word

Excel

Basic accounting principles

Vendor communication

Education

High School Diploma/GED

Associates or Bachelor's in Business/Accounting

Job description

The purpose of this position is to perform a variety of Accounts Payable functions in the day-to-day operations of the department, including AP data entry, analyzing payment requests for budget/GL coding and compliance with UM policy & procedures, file & documentation maintenance, and customer service to UM campus as well as assisting with State & Federal regulatory requirements and annual submissions. This is an on-site position and is not eligible for remote work. Applicants must be able to reliably commute to the work location. Relocation assistance is not available for this role.

• Process all requisitions/requests for payment made by University departments and ensure the accuracy of coding and legitimacy of related documentation. This includes checking invoices for accuracy, extensions, discounts, terms, and taxes; verifying compliance with University, State, and Federal regulations and policies; and addressing discrepancies and missing information with vendors or University staff.
• Manage the full-cycle processing of invoices, from intake to payment preparation including running balancing reports, preparing and mailing checks, preparing and emailing direct deposit advices, running end of day reporting for daily reconciliation and banking totals.
• Track monthly statements submitted by vendors for past-due payments, communicate with vendors and/or department representatives to resolve discrepancies and ensure prompt and accurate payment of invoices.
• Responsible for accurate vendor maintenance and compliance. Communicate with purchasing, vendors, and departmental representatives to ensure all University, State & Federal regulations & policies are being documented and followed.
• Reconcile purchasing files with University department records and vendor invoices; upon completion of the reconciliation process, prepare payment for outstanding invoices.
• Monitor monthly memo account, contracts, lease agreements, etc., to include preparation of invoices and records or payment in vendor files. Audit files periodically to ensure accounts remain current.
• Responsible for accurately scanning & maintaining files, including documentation, checks, direct deposits, and other files as needed for record retention purposes.
• Assist the department in mail collection/distribution as well as monitoring office supplies and copier/printer needs.
• Provide service and support to business office customers and callers, answering phones, responding to inquiries and e-mails, and providing prompt and professional assistance to ensure vendor and campus needs are met.
• Maintain and update computer skills to ensure efficient and effective customer service. Participate in professional development when afforded the opportunity.
• Assist with the testing protocol for accounts payable computer enhancements to ensure compliance with the established payment procedures.
• Assist with IRS 1099 compliance and preparation of filing of annual 1099 forms, including making calls for direct deposit verification and W-9s and other vendor needs.

Additional Duties

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times.

Knowledge, Skills and Abilities

• Ability to work independently and prioritize duties;
• Ability to work collaboratively with a team in a fast-paced and high-volume environment;
• Ability to interact with employees and vendors in a professional manner;
• Strong organizational and analytic skills;
• Proficient computer application skills and knowledge of Banner, Microsoft Word, and Excel;
• Knowledge of basic accounting principles;
• Ability to conduct research, address discrepancies, and resolve problems within defined parameters.

Education and Experience

High School Diploma/ GED. Associates or Bachelor’s Degree in Business or Accounting or other related field is preferred. This position requires 1‑2 Years of experience in accounts payable and general accounting environment.

Licenses, Certification or Registrations

None

Physical Requirements

Standing: none of the time; walking: none of the time; sitting: over 2/3 of the time; using hands: over 2/3 of the time; talking or hearing: over 2/3 of the time. This position requires no lifting. Close vision (clear vision at 20 inches or less).

EEO Statement

The University of Montevallo does not discriminate against job applicants based on their national origin or citizenship or immigration status. Because of the costs associated with visa sponsorship/transfer, the University typically will not sponsor applicants for a work visa or transfer of an existing visa. No commitment for visa assistance and/or sponsorship can be made until a thorough search is conducted, including a proper and methodical review of all applicants.