Accounts Payable Operations Administrator

Holy Cross; Worcester (MA); On-site; USD 62,000 - 69,000; Full time

Job summary

The College of the Holy Cross is seeking an Accounts Payable Operations Administrator responsible for supporting the accounts payable function while ensuring compliance with policy. This full-time role involves auditing payments, supervising student employees, and engaging in continuous process improvement—ideal for a candidate with strong organizational and communication skills.

Benefits

10% College contribution to the 403(b) Retirement Plan

Condensed summer 4-day work week

Tuition & Education benefits

Wellness programs & ongoing Training and Development opportunities

Generous paid time off

Qualifications

• Au moins 3 ans d'expérience pertinente dans un environnement de bureau.
• Expérience avec les systèmes ERM et de rapport de dépenses.
• Compétence financière élevée et excellentes compétences en communication écrite et verbale.

Responsibilities

• Effectuer l'audit final de tous les paquets de paiement pour garantir l'exactitude.
• Superviser 1-2 étudiants employés en les formant aux procédures d'A/P.
• Montrer la conformité et résoudre les problèmes liés aux factures.

Skills

Detail-oriented

Time Management

Organizational Skills

Customer-oriented

Excellent Communication Skills

Education

Bachelor’s degree or equivalent

Tools

PeopleSoft

Chrome River

UKG

Microsoft Excel

Job description

The Accounts Payable Operations Administrator supports the accounts payable function and acts as backup to the Payables Accounting Manager, enforcing policy adherence within the community. This position is responsible for reviewing high volumes of payables, including invoices, purchasing card expenses, grant-funded activity, receipts against purchase orders, and payments to prize winners. The role requires independent judgment and analysis of transactions, ensuring compliance with accounting standards and internal policies. The Administrator also manages compliance and regulatory matters, demonstrating a high level of authority and accountability beyond routine administrative tasks. This is a full-time, exempt-level position, 40 hours per week, performed on campus.

Major Areas of Responsibility

Accounts Payable and Compliance Responsibilities:

• Perform final audit of all voucher payment packages for accuracy of account numbers, math accuracy, authorized signatures, and completeness of supporting documentation.
• Audit direct payment forms and travel expense reports, verifying accuracy of account numbers, vendors, invoices, and receipts; ensure timely payments and obtain discounts when available.
• Assemble voucher packages for data entry and compare expenses with budget, reconciling exceptions prior to cash disbursement.
• Generate cash disbursement registers for vendor payments; determine schedule for A/P payment runs and print A/P checks as scheduled.
• Prepare ACH batches for review and processing and enter wire payments for review and transmission by authorized signers.
• Serve as the ChromeRiver expert on campus, facilitating user training, working on exception reports, and ensuring controls are maintained.

Supervisory and Strategic Responsibilities:

• Supervise and provide guidance to 1-2 student employees, training and developing staff, and ensuring professional and courteous handling of vendor and departmental inquiries.
• Act as backup to the Payables Accounting Manager when needed, assuming managerial responsibilities in their absence, including overseeing accounts payable processes and ensuring policy adherence.
• Enforce adherence to internal policies and regulatory requirements within the community, demonstrating significant discretion and independent judgment.
• Assist faculty support personnel with timely travel expense submissions and audit travel expense reports for accuracy and reasonableness.
• Respond to inquiries from outside vendors and college departments, resolving issues related to outstanding invoices, cancelled checks, and payment discrepancies.

Financial and Compliance Audits:

• Monitor and reconcile the Accounts Payable suspense account, clearing items within the prescribed period and reporting issues to management.
• Reconcile general ledger accounts related to payables and accrued expenses.
• Assist in compiling information and preparing responses to auditors during the annual financial statement audit.
• Issue 1099s in compliance with tax codes and ensure timely and accurate reporting.

Additional Responsibilities:

• Provide orientation for new employees, reviewing A/P procedures and ensuring compliance with financial policies.
• Provide world class support to employees needing assistance with submission of invoices and expense reports.
• Monitoring timeliness of expense report submissions and providing support to employees to ensure they are submitted.
• Assist student clubs and organizations with A/P-related matters, acting as a liaison for Student Treasurers.
• Engage in continuous process improvement, particularly in transitioning manual payables processes to electronic submissions with automated approval routing.

Minimum Qualifications

• Bachelor’s degree or equivalent and a minimum of 3 years relevant experience in an office environment.
• Experience working with ERP, expense reporting, and time reporting systems (PeopleSoft, Chrome River, and UKG preferred).
• Basic proficiency in Excel, with experience using other Microsoft applications, Adobe, and Google products.
• Experience in higher education administration and/or management.
• High financial competency, strong time management and organizational skills, ability to define and structure work for self and others, excellent written and verbal communication skills.
• Experience transforming manually processed payables to electronic submission with automated approval routing is a plus.

Core Competencies

• Detail-oriented.
• Ability to work independently and in a team environment; customer-oriented approach.
• Good communication skills; verbal and written.
• Commitment to the mission of the College of the Holy Cross.

Additional information:

This is a full-time exempt level position. The College is committed to providing competitive market pay for its employees. The salary range for this position is $62,000 - $68,500. The College also offers a competitive benefits package for full-time staff, including:

• 10% College contribution to the 403(b) Retirement Plan (1 year wait waiver available)
• Condensed summer 4-day work week
• Tuition & Education benefits
• Wellness programs & ongoing Training and Development opportunities
• Generous paid time off

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.

To review our Employee Benefit Options, please go to:https://www.holycross.edu/human-resources/benefitsAPPLICATION INSTRUCTIONS:

In your cover letter please address how your work might support the College's mission as a Jesuit, undergraduate liberal arts college (seehttp://www.holycross.edu/mission) and its core commitment to justice andinclusive excellence. Please provide examples of any past work that illuminate your commitments in these areas.

Applications will be reviewed as they are received, with a consideration deadline of June 20, 2025.

The College also provides reasonable accommodation to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Merrilee Grenier, Senior Associate Director of Employee Relations and Legal Compliance, for questions or to request an accommodation via email [e-mail], or by calling 508-793-3957.