Accounts Payable Coordinator – Travel and Expense

Pay Range

USD $17.00 - USD $19.50 /Hr.

Overview

The Coordinator shall maintain the integrity of the payables process through the use of University policies and operating procedures and shall comply with all federal and state laws, rules and regulations.

The Coordinator is also responsible for all phases of payables activities which include: matching invoices to delivery records and purchase orders, entering vouchers and payment requests, verification and set up of vendors, previewing bi-weekly check run for accuracy and processing forms 1099.

The Coordinator will work with the Accounts Payable Manager to maximize cash efficiency and provide high level customer service to internal and external constituents.

The Coordinator will work closely with other teams within the Controller’s Office and throughout the University to lead timely and efficient processing of vendor transactions.

 

Responsibilities

Ensure all accounts payable policies and procedures are adhered to, including vendor approval and invoice processing.Independently audit and manage the workflow of travel reimbursements and University One Card expense reports submitted from all University personnel.Ensure that all documentation requirements have been met and required supporting documentation is present to support reimbursement / One Card charges, and expenses are charged to the correct account codes.Maintain a thorough knowledge of travel policies and procedures and validating each expense, including specialized knowledge of University spending guidelines, foreign travel, study abroad travel, athletics, development, etc. and all University funding sources.Interpret, apply and communicate travel policies, procedures and guidelines to University personnel and provide recommendations as needed to update / enhance said policies.Perform annual review and Travel & Entertainment Policy and present proposed updates to Controller.Communicate with University personnel and supervisor any reconciliation issues and direct required changes to expense submission to comply with University policies in order to bring the submission to a final resolution in a timely manner.Assist Operations Accountant with reconciliation of travel advance and receivable accounts.Assist University personnel with submission issues, payment status and audit concerns.Process EZ Pass transactions and work with Associate Controller and Facilities to properly applymonthly charges.Assist Operations Accountant with Expense Report and Travel & Entertainment Policy TrainingManage the full accounts payable cycle from receipt of invoices to payment; including matching to purchase orders, obtaining approval, entering invoices in PeopleSoft system and running verification processes to ensure duplicate invoices are not processed.Review checks for accuracy and prepare them for mailing.Process Void/Stop Payments on checks and reissuing as needed.Serve as backup to the CashierIdentify, investigate and resolve budget errors within PeopleSoft that are precluding processing of vendor invoices.Assist with the closing of Purchase Orders and compilation of purchases orders scheduled to roll as part of year-end close process.Support the development and implementation of strategic payables plans and partnerships to continuously improve payables operations. Facilitate communication to improve current processes and promote strong internal controls.Analyze support structures and system needs, as well as payables policies and procedures. Recommend changes to establish new systems as may be deemed necessary or appropriate.Provide assistance to other University departments and outside vendors related to processing of payments and resolution of disputes over delayed payments.Responsible for new vendor setup including TIN matching utilizing the IRS website.Assist the Accounts Payable Manager with IRS 1099 compliance and reporting, including maintenance of 1099 vendor files.Responsible for imaging and record retention of all accounts payable documents.Provide clerical support to Controller and Controller’s Office staff, including processing of incoming and outgoing mail, document preparation, scanning, etc.Serves as back up to other positions within the Controller’s Office as needed.Assist in training of new Accounts Payable Support Staff.Assist in the implementation and testing of PeopleSoft upgrades and other new software programs.Assist with year-end audit process as needed.Perform miscellaneous job-related duties as assigned.

Qualifications

Education:Minimal Qualifications: Associate’s degree from accredited College or University in accounting, finance or business administration or a related field of study, 1 year of experience directly related to the duties and responsibilities specified. In Lieu of a degree, 2-3 years of experience directly related to the duties and responsibilities specified.

 

Preferred Qualif