Accounts Payable Coordinator

Clarkson-University; Village of Potsdam (NY); On-site; USD 54,443,000 - 60,174,000; Full time

Job summary

Clarkson University is seeking an Accounts Payable Coordinator to maintain the overall payables process in accordance with university policies. You will match invoices to POs, enter vouchers and payment requests, set up vendors, and preview bi-weekly check runs for accuracy.

The role collaborates with the Accounts Payable Manager to maximize cash efficiency and deliver high-quality customer service to internal and external constituents across campus.

Qualifications

• Associate’s degree in accounting, finance or business admin or 4 years related experience.
• Bachelor’s degree preferred.
• Experience in accounts payable systems and customer service is required.

Responsibilities

• Manage full accounts payable cycle from invoices to payment.
• Process bi-weekly check runs and 1099 compliance support.
• Assist in vendor setup, 1099 reporting and IRS compliance.
• Provide training and support to campus users of Payment Request system.
• Maintain imaging and record retention for AP documents.

Skills

Accounts payable

Customer service

Policy adherence

Vendor communication

MS Office

Google products

Education

Associate’s degree

4 years related experience

Bachelor’s preferred

Tools

PeopleSoft

Microsoft Office

Adobe

Google workspace

Job description

Pay Range

USD $19.00 - USD $21.00 /Hr.

Overview

The Coordinator shall maintain the integrity of the payables process using University policies and operating procedures and shall comply with all federal and state laws, rules and regulations.

The Coordinator is responsible for all phases of payables activities, which include matching invoices to delivery records and purchase orders, entering vouchers and payment requests, verification and set up of vendors, previewing bi-weekly check run for accuracy and processing forms 1099.

The Coordinator will work with the Accounts Payable Manager to maximize cash efficiency and provide high-level customer service to internal and external constituents.

The Coordinator will work closely with other teams within the Controller’s Office and throughout the University to lead timely and efficient processing of vendor transactions.

Responsibilities

• Ensure all accounts payable policies and procedures are adhered to, including vendor approval and invoice processing.
• Manage the full accounts payable cycle from receipt of invoices to payment; including matching to purchase orders, obtaining approval, entering invoices in PeopleSoft system, reviewing unpaid voucher log and running verification processes to ensure duplicate invoices are not processed.
• Manage the Payment Request workflow and student disbursement order systems for prompt payment.
• Identify, investigate and resolve budget errors within PeopleSoft that are precluding processing of vendor invoices.
• Process bi-weekly vendor payments via check.
• Support travel and expense audit and One Card expense report approval process, including providing guidance to campus users for submission of expense reports, troubleshooting submission errors, and identifying and reporting expenses that are outside of University stated policy.
• Assist with the closing of Purchase Orders and compilation of purchases orders scheduled to roll as part of year-end close process.
• Support the development and implementation of strategic payables plans and partnerships to continuously improve payables operations. Facilitate communication to improve current processes and promote strong internal controls.
• Analyze support structures and system needs, as well as payables policies and procedures. Recommend changes to establish new systems as may be deemed necessary or appropriate.
• Provide assistance to other University departments and outside vendors related to processing of payments and resolution of disputes over delayed payments.
• Responsible for new vendor setup including TIN matching utilizing the IRS website.
• Assist the Accounts Payable Manager with IRS 1099 compliance and reporting, including maintenance of 1099 vendor files.
• Provide training to University personnel on use of the Payment Request system.
• Serve as backup support for Research Accountant
• Review checks for accuracy and prepare them for mailing.
• Responsible for imaging and record retention of all accounts payable documents.
• Process Void/Stop Payments on checks and reissuing as needed.
• Provide clerical support to Controller and Controller’s Office staff, including processing of incoming and outgoing mail, document preparation, scanning, etc.
• Serves as back up to other positons within the Controller’s Office as needed.
• Assist in training of new Accounts Payable Support Staff.
• Assist in the implementation and testing of PeopleSoft upgrades and other new software programs.
• Assist with year-end audit process as needed. Perform miscellaneous job-related duties as assigned.
• Perform other duties as required.

Qualifications

Education:Minimal Qualifications:Associate’s degree from accredited College or University in accounting, finance or business administration or a related field of study, 4 years of experience directly related to the duties and responsibilities specified. In Lieu of a degree, 8 years of experience directly related to the duties and responsibilities specified.

Preferred Qualifications:Bachelor’s degree from accredited College or University in accounting, finance or business administration or a related field of study, 2 years of experience related directly to the duties and responsibilities specified.

Experience:

Minimal Qualifications:

• Experience working within complex accounts payable systems.
• Prior customer service experience
• Working knowledge of Microsoft Office, Adobe, and Google products

Preferred Qualifications:

• Demonstrated experience working with large and complex payables programs
• Experience in travel and expense report processing and / or audit function expense review.
• Experience in higher education work environment
• Prior working knowledge of PeopleSoft Financials Software

Essential Skills

• Ability to exercise good judgment and discretion, particularly in matters relative to sensitive or confidential information, personnel or organizational matters.
• Strong interpersonal and communication skills (both orally and in writing) and the ability to work effectively with a wide range of constituencies in a diverse community.
• Skills in examining and re-engineering operations and procedures, formulating policy, and analyzing, developing and implementing strategies to achieve goals.
• Self-motivated and leadership initiative for assigned projects and programs.
• Display original thinking, creativity, and ability to solve problems.
• Proficient with personal computer office applications, e-mail and internet.
• Must be able to work under pressure to meet deadlines and have strong multi-tasking and prioritization skills in a changing environment.
• Demonstrated commitment to diversity and inclusion.

Physical Demands

The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Health & Safety

Health & Safety:All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

Disclaimer Statement

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified.

EEO Statement

Special Instructions to Applicants:An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from veterans and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records