Accounts Payable Assistant

The Accounts Payable Assistant is responsible for providing timely and accurate payments by vouchering accounts payable disbursements three times each week consuming about 25 hours of the work week. Twice a week, this position processes and transmits the vendor payment file to our outsourced payment partner using their portal. Once a week, exception check payments are processed in-house and on a case-by-case basis. This position also works with the Office of Student Accounts to process outsourced student account refunds once a week or as needed.

In addition to processing accounts payable, this position reviews outstanding advance payments weekly and communicates with the recipients to acquire the proper receipts/documentation based on travel and purchasing policies. Annually, the position handles preparation of the required 1099 information tax returns including preparation of the returns and electronic filing. This position also serves as back up to the Accounts Payable Specialist.

QUALIFICATIONS:
Education, Experience and Training:
Three or more years of accounts payable data entry experience, preferably in higher education or the non-profit field. Experience performing administrative assistant duties is also preferred. Ability to multi-task and think intuitively and critically are necessary.

Knowledge, Skills, Ability:
Knowledge of accounts payable systems and general accounting principles.

Knowledge of purchasing procedures, cash receipts, and internal control procedures is preferred.

Knowledge and ability to utilize the Internet including, but not limited to, online banking and E-commerce and Microsoft Office software.

Ability to learn and use the following HPU systems: Colleague (ERP), Unimarket (e-procurement/purchasing), ImageNow (digital imaging), Clarity (department budget reporting), Paymerang (outsourced payments), Blackboard/Passport (cashless card/declining balance) and Informer (reporting system).

Analytical and problem solving skills.

Ability to multitask and prioritize work responsibilities.

Strong interpersonal skills and the ability to work effectively with internal and external personnel.

Effective communication skills and ability to work both independently and as a team.

Strong organizational and time management skills.

Ability to work confidently and competently under very tight deadlines.

Ability to quickly analyze situations, consider alternatives, and take appropriate course of action.

ESSENTIAL FUNCTIONS :
Enter accounts payable vouchers and process disbursements (checks and outsourced payments) three times weekly or as needed.

For outsourced payments, run payment file and upload to the Paymerang portal; check file for errors and make adjustments as needed. Initiate wire to Paymerang.

For internal checks, upload positive pay files to bank website after processing disbursements; Prepare checks for mailing or pick up.

Process outsourced student account refunds weekly or as needed for the Office of Student Accounts. Run payment file for the Office of Student Accounts and initiate ACH payment to outsourced vendor.

Check for positive pay exception items every business day.

Personally perform and/or coordinate student worker efforts to link invoices in ImageNow to the VOUI screen in Colleague and route to File Away queue.

Void checks as needed, issue stop payments, and record necessary entries for payments refunded by vendors to Paymerang.

Monitor and reconcile outstanding cash advances and faculty grants weekly ensuring valid receipts/documents are obtained, policies and procedures have been followed, and unspent cash is returned within established deadlines.

Interact with vendors regarding outstanding payments. Determine if payment was made by Paymerang or internally by HPU and obtain information to resolve their questions or work with Paymerang to ensure answers are provided. Void and reissue payments as needed.

Perform department administrative tasks that include, but are not limited to, placing supply orders, entering requisitions for payment into Unimarket, opening and distributing the mail, making copies, scanning documents, scanning and linking journal entries in ImageNow, etc.

Validate and receive completed Barnes & Noble Store Purchase forms with receipts. Match the forms and receipts each month to the Barnes & Noble statement and enter in Unimarket for processing.

Prepare and submit 1099-MISC and 1099-R tax forms annually. Distribute to recipients and file electronically with the IRS by the established deadlines.

Act as a back up to the Accounts Payable Specialist including readying invoices for payment (3-way match) and scanning and linking invoices in ImageNow.

Provide customer service for various members of the university by performing the following tasks:

Distributing AP checks.

Receiving various university deposits for the Purchasing/Accounts Receivable Accountant to collect with required deposit forms.

Receiving and posting parking ticket payments from Faculty, Staff and Auxiliary members.

Providing guidance to SGA members, as needed.

Update Student Life spreadsheet with payment dates when Greek Life remits payments.

Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES :
None

ACCOUNTABILITY:
This position contributes to the University’s successful use of accounting by processing accounts payable vendor invoices for payment, ensuring accurate Form 1099. The incumbent works closely with the Manager of Accounts Payable, Assistant Vice President for Business Services, and VPFA to ensure accurate and timely payment to vendors and compliance with University policies.