Accounts Payable Specialist

AAMU Alumni Association, Inc.; Alabama; On-site; USD 40,000 - 55,000; Full time

Job summary

AAMU Alumni Association, Inc. is seeking an Accounts Payable Clerk to support its finance function by ensuring timely processing of payments while adhering to financial policies. The role involves customer service interaction for billing issues and requires attention to detail for effective handling of invoices and financial reporting.

The ideal candidate will have a Bachelor's degree in Business Administration and 3-5 years in accounts payable, commercial communication skills, and familiarity with Ellucian Banner 9.

Qualifications

• 3-5 years of accounts payable or related experience required.
• Customer service experience is essential.
• Ability to verify W9 reporting for students.

Responsibilities

• Process accounts and outgoing payments while ensuring compliance.
• Maintain accounting ledgers by verifying and posting transactions.
• Provide payment status updates to vendors and university leadership.

Skills

Interpersonal skills

Attention to detail

Data entry skills

Customer service orientation

Education

Bachelor's degree in Business Administration or related area

Associate Degree with three years of progressive accounts payable experience

Tools

Ellucian Banner 9

Job description

Summary

The Accounts Payable Clerk supports the business and finance function with a key focus on processing accounts and outgoing payments in compliance with financial policies and procedures. This position is responsible for providing excellent customer service to ensure all University payments are accounted for and posted by facilitating payment of invoices, stipends, processing employee expense reimbursements, verifying discrepancies, solving client billing issues, acting as backup to the Travel team, and generating accurate financial reporting. Verbal and written communication skills are invaluable in this position.

Essential Duties and Responsibilities

• Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
• Review vendor purchase orders, statements, and invoices for compliance with federal and state regulations.
• Charges expenses to accounts and cost centers by analyzing invoice/expense reports.
• Maintains accounting ledgers by verifying and posting account transactions.
• Pays vendors by monitoring discount opportunities, verifying federal id numbers, scheduling and preparing checks, and resolving purchase orders, contracts, invoices, or payment discrepancies and documentation.
• Ensures credit is processed for outstanding memos.
• Process check cancellation, stop payments, and payment re‑issue requests.
• Process bank Automatic Clearing House (ACH) returns.
• Reports sales taxes by calculating requirements on paid invoices.
• Provide payment status updates to vendor and University senior leadership.
• Maintain a comprehensive understanding of departmental policy and procedure to ensure integrity and confidentiality of accounts payable operations.
• Ensure accurate reporting of 1099 tax information.
• Communicate with various departments to verify W9 reporting for domestic and international students.
• Process stipend payments for students and non‑students (NACEE and Upward Bound) to ensure grant compliance, tax implications, and accounting policies are met.
• Serve as backup for Accounts Payable Supervisor for processing of R6, R7, vCard, and Wire payables for vendors, students, faculty, and staff.
• Serve as backup for the Travel team to process cash advances and travel‑related expenditures.
• Maintain and update records for University and State auditors.
• Provide training to the campus community on Banner fund reporting.
• Answers questions and assists University faculty and staff with understanding the accounts payable process.
• Perform other duties as assigned.

Minimum Position Requirements

• Bachelor's degree in Business Administration or related area AND 3-5‑year accounts payable or related experience.
• Associate Degree with three years of progressive accounts payable experience.
• An equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.
• Three – five year customer service experience.
• Available for periodic evening and/or weekend work.

Knowledge, Skills, and Abilities

• Strong interpersonal skills, a friendly attitude, and customer service oriented.
• Detail‑oriented with experience to support.
• Data entry and general math skills.
• Knowledge of Ellucian Banner 9.
• Knowledge and understanding of internal control practices and their impact on protecting university spending.
• Ability to work independently.
• Effective time management skills.
• Ability to work well with diverse personalities.
• Work well under pressure and tight deadline schedule.