Accounts Payable and Automation Support Specialist P2

JOB SUMMARY

The Accounts Payable and Automation Support Specialist administers, reconciles, audits and processes all transactions described within University Policies, Travel policy, and other related University policies, facilitates the workflow and processing of administrative paperwork and financial transactions, and assists with special projects as assigned. The successful candidate assists in the creation and implementation of departmental system applications and tools and provides day-to-day troubleshooting support, works with senior members to make process and workflow improvements, providing input to the decision-making process regarding procedures and process improvement initiatives.

DUTIES AND RESPONSIBILITIES

The duties and responsibilities include but are not limited to the following:

The allocation of duties is expected to be approximately 50% day-to-day administrative, fiscal, and customer service support and 50% supervisor-directed business operations, process, system, and project support. Actual time spent in each area may vary depending on departmental needs, workload volume, project timelines, system implementations, peak processing periods, and priorities established by the supervisor or manager.

Day-to-Day Administrative, Fiscal, and Customer Service Support

• Audits records related to travel expenses, reimbursement and supplier payments in accordance with regulations, policies and procedures; reviews travel correspondence, records and other documents for appropriate action; identifies and follows up to resolve problems.
• Reviews records and data for accuracy, reconciles differences, and works with other staff and University offices to identify errors and make corrections.
• Communicates authoritative information and serves as a resource regarding policies and procedures, with responsibility to interpret such policies and procedures. Communicate with other University offices and/or outside agencies to request information or to provide information.
• Provide assistance solving a variety of problems, based on knowledge of the policies, procedures, practices and experience. Investigates and/or research matters to resolve issues, only referring unusual or complex issues to supervisor.
• Provides prompt and courteous customer service; assists departments, vendors and suppliers with questions, issues, administrative and fiscal procedures and policies, making appropriate referrals as needed.

Business Operations, Process, System, and Project Support

• Supports process improvement activities, system/application initiatives, workflow reviews, and documentation projects by carrying out assigned tasks based on goals, priorities, timelines, and expectations established by the supervisor, manager, or designated project lead, including assisting with the use of technologies such as OCR, ChatGPT, Microsoft Products, Power Automate, SharePoint, and other automation or AI-enabled tools to improve efficiency, accuracy, consistency, and service delivery.
• Carries out special projects requiring planning, organizing and coordinating work activities and the work of others, as assigned.
• Participates in planning and provides input to decision-making process regarding new or changed procedures and process improvement initiatives.
• Develop, generate, and analyze operational reports to identify trends, exceptions, and process inefficiencies—such as evaluating vendor rejection patterns from OCR-based invoice processing systems—and provide data-driven recommendations to improve accuracy, workflow efficiency, and overall performance
• Gathers, organizes, catalogs, and maintains approved source materials and project documentation using tools such as SharePoint, OneDrive, Teams, Microsoft Office, Excel, and other approved document repositories, including policies, procedures, training guides, FAQs, forms, email templates, web content, process maps, system instructions, and other authorized reference documents.
• Assists with documenting, testing, and improving administrative and system workflows, including step-by-step procedures, process maps, checklists, issue logs, test scripts, user guidance, implementation materials, and workflow documentation for tools such as HuskyBuy, Kuali Financial Systems, Concur, Jaggaer, OCR-based invoice processing systems, Power Automate workflows, AI agents, chatbots, and other department-supported applications.
• Provides routine support for departmental applications, tools, systems, administrative workflows, and business processes, including helping users troubleshoot routine issues, assisting with testing new or revised tools and workflows, tracking user feedback, documenting recurring issues, and referring complex matters to higher-level staff, I