Accounts Payable Specialist

Virginia Military Institute; Lexington, Northern (VA, KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The Virginia Military Institute in Lexington, VA invites applications for a full-time Financial Services Accounts Payable Specialist in the Procurement/Accounts Payable Department. The role serves as the main contact for state payments and acts as backup for local fund expenditures and travel reimbursements.

Responsibilities include ensuring expenditures are proper, verifying supporting documentation, reviewing invoices for accuracy, processing vouchers promptly, and generating reports.

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.

Responsibilities

• Ensure the propriety of Institute expenditures.
• Ensure that each disbursement request is properly supported and approved.
• Review disbursement requests and invoices for mathematical accuracy and correct expenditure coding.
• Verify expenses with Colleague P.O. and/or eVA order and document discrepancies before processing.
• Process vouchers in a timely manner to meet payment deadlines.
• Respond to questions from departments and vendors regarding paid/unpaid invoices.
• Process stop payments as needed.
• Generate daily reports and reconcile disbursements.
• Assist with processing local fund and travel vouchers as required.
• Ensure 1099 reportable payments are recorded correctly.
• Enter vendors into Colleague and obtain COVA Form W-9.

Skills

Accounting basics

Math proficiency

Interpersonal skills

Communication skills

Education

Basic accounting understanding

Tools

MS Outlook

Word

Excel

Job description

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.

Duties and Responsibilities

• 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.

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 atAHP 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.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force.Equal Opportunity Employer