Accounts Payable Coordinator

Jobtailor; Town of Potsdam (NY); On-site; USD 55,000 - 85,000; Full time

Job summary

University seeks an experienced Accounts Payable Specialist to manage the full AP cycle, vendor setup, and compliance. You will process invoices, perform check runs, resolve budget errors in PeopleSoft, and support year-end closes while ensuring accuracy and internal controls.

Responsibilities include payments, tax reporting readiness, training staff, and continual process improvement within campus policies and IRS requirements. A strong communicator with attention to detail will thrive.

Qualifications

• Requires Associate’s degree (or 8 years directly related experience in lieu of degree) and 4+ years in accounts payable or related field.
• Experience with complex AP systems and customer service is required.
• Proficiency in MS Office, Adobe, and Google products; ability to handle sensitive information.
• Strong written and oral communication and problem-solving abilities.

Responsibilities

• Maintain the integrity of the accounts payable process in accordance with policies and laws.
• Manage full AP cycle: invoice matching, approvals, PeopleSoft entry, and duplicate verification.
• Process bi-weekly vendor payments by check and support travel/audit processes.
• Assist with purchase-order closing, year-end close, and IRS 1099 compliance.
• Train personnel on Payment Request system and provide backup support to Controller’s Office.

Skills

Interpersonal communication

Problem-solving

Creative thinking

Leadership initiative

Judgment and discretion

Education

Associate’s degree in accounting/related field

Tools

Microsoft Office

Adobe

Google Workspace

PeopleSoft

Email applications

Job description

• Maintain the integrity of the accounts payable process in accordance with University policies, procedures, and applicable laws
• Manage the full accounts payable cycle, including invoice matching, approvals, PeopleSoft entry, unpaid voucher review, and duplicate-invoice verification
• Manage Payment Request workflows and student disbursement order systems
• Investigate and resolve PeopleSoft budget errors blocking vendor invoice processing
• Process bi-weekly vendor payments by check
• Support travel and expense audits and One Card expense report approvals
• Assist with purchase-order closing and year-end close activities
• Support strategic payables planning, process improvement, communication, and internal controls
• Analyze system needs and payables policies and recommend improvements
• Assist departments and vendors with payment processing and delayed-payment disputes
• Set up new vendors and perform TIN matching through the IRS website
• Assist with IRS 1099 compliance, reporting, and vendor-file maintenance
• Train University personnel on the Payment Request system
• Provide backup support for the Research Accountant and other Controller’s Office positions
• Review checks for accuracy and prepare them for mailing
• Image and retain accounts payable records
• Process void/stop payments and reissue checks as needed
• Provide clerical support to the Controller’s Office, including mail, document preparation, and scanning
• Assist in training new Accounts Payable Support Staff
• Assist with PeopleSoft upgrades, software testing, and year-end audits
• Perform miscellaneous and other assigned duties

Requirements

• Associate’s degree from an accredited college or university in accounting, finance, business administration, or a related field, plus 4 years of directly related experience
• In lieu of a degree, 8 years of directly related experience
• Experience working within complex accounts payable systems
• Prior customer service experience
• Working knowledge of Microsoft Office, Adobe, and Google products
• Ability to exercise good judgment and discretion with sensitive or confidential information
• Strong interpersonal and written/oral communication skills
• Ability to examine and re-engineer operations and procedures, formulate policy, and analyze, develop, and implement strategies
• Self-motivated with leadership initiative
• Problem-solving and creative thinking ability
• Proficiency with personal computer office applications, email, and internet
• Ability to work under pressure, meet deadlines, multitask, and prioritize in a changing environment
• Demonstrated commitment to diversity and inclusion
• Successful completion of background check, including employment, education, credential, and criminal-record verification
• No visa sponsorship eligibility

Core Competencies

Demonstrates expertise in managing the full accounts payable cycle, including invoice processing, vendor management, and compliance with IRS regulations. Proficient in analyzing and improving accounts payable processes while ensuring adherence to university policies and effective communication with stakeholders.

Highest-signal resume keywords

• Accounts Payable Management
• PeopleSoft Experience
• IRS 1099 Compliance
• Vendor Payment Processing
• Process Improvement

Hard Skills

• Invoice Matching
• Payment Request Workflows
• Budget Error Resolution
• Vendor Setup and TIN Matching
• Year-End Close Activities
• Accounts Payable Cycle Management
• Software Testing
• Document Preparation
• Clerical Support
• Financial Reporting

Soft Skills

• Interpersonal Communication
• Problem-Solving
• Creative Thinking
• Leadership Initiative
• Judgment and Discretion

Industry Keywords

• Accounts Payable
• Vendor Management
• Financial Compliance
• Diversity and Inclusion
• Customer Service

Tools & Technologies

• Microsoft Office
• Adobe
• Google Products
• PeopleSoft
• Email Applications