Accounts Payable Specialist

Virginia-Military-Institute; Lexington (VA); On-site; USD 46,000 - 55,000; Full time

Job summary

Virginia Military Institute is seeking a full-time Accounts Payable Specialist to handle state-related payments and act as a primary backup for local fund expenditures and travel reimbursements.

Responsibilities include verifying documentation, coding, timely voucher processing, and responding to vendor inquiries. Prior AP experience and familiarity with Colleague are preferred; contact Peggy Herring for details.

Qualifications

• Knowledge of basic accounting principles.
• Strong general math skills.
• Strong interpersonal, customer service, and communication skills.
• Proficiency in MS Outlook, Word and Excel.

Responsibilities

• Process state-related payments and Institute travel reimbursements.
• Verify disbursement requests for accuracy and proper coding.
• Process vouchers promptly to meet payment deadlines.
• Research and respond to questions from departments and vendors.
• Document discrepancies with Purchasing Office and resolve.
• Generate daily disbursement reports and reconcile disbursements.
• Assist with local fund and travel vouchers as needed.
• Ensure 1099 payments are properly recorded and W-9s obtained.

Skills

Basic accounting principles

Math skills

Interpersonal skills

MS Outlook

MS Word

MS Excel

Communication skills

Customer service

Tools

Ellucian Colleague

Colleague accounting system

Job description

Title: Accounts Payable Specialist

State Role Title:

Hiring Range: $46,000 - $55,000

Pay Band: 4

Agency: Virginia Military Institute

Location: Virginia Military Institute

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

The Virginia Military Institute is accepting applications for a full-time Financial Services Accounts Payable Specialist in the Procurement/Accounts Payable Department. This individual will serve as the point of contact for processing state-related payments, as well as the primary backup for local fund expenditures and Institute travel-related reimbursements.

• Ensure the propriety of Institute expenditures.
• Ensure that each request for disbursement is appropriately supported by adequate documentation and that all necessary approvals are obtained.
• Review disbursement requests and invoices for mathematical accuracy and appropriate expenditure code assignment.
• Verify expense with Colleague P.O. and/or eVA order, as applicable. Document any discrepancies on P.O. and resolve with the Purchasing Office before processing.
• Process vouchers in a timely manner to ensure prompt payment deadlines are met.
• Research and respond to questions as needed from departments and vendors regarding the status of paid and unpaid invoices.
• Process 'stop payments' as necessary.
• Generate daily reports and reconcile disbursements.
• Assist with processing local fund and travel vouchers, as required.
• Ensure 1099 reportable payments are properly recorded as such when processed for payment.
• Ensure vendors are properly entered into Colleague and obtain respective COVA Form W-9.

Minimum Qualifications

• Knowledge of basic accounting principles and processes.
• Strong general math skills.
• Strong interpersonal, customer service, and communication skills.
• Proficiency in the use of computer software and programs such as MS Outlook, Word and Excel.

Additional Considerations

• Experience with Ellucian Colleague (or similar) financial accounting system.
• Familiarity with the Commonwealth's Accounting Policies & Procedures Manual (CAPP Manual)
• Prior Accounts Payable experience.

Contact Information

Name: Peggy Herring

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.