Accounts Payable Coordinator

Type of Appointment: Full time, Probationary 

Job Classification: Accounts Payable Technician IV

Anticipated Hiring Range: $5,178 - $6,832 max

Work Schedule: Monday - Friday 8:00am - 5:00pm


THE DEPARTMENT:

The Financial Services department provides the following services to the University: general accounting and financial reporting, disbursements, third party billing/accounts receivable, external audit coordination, tax compliance, student aid accounting, cash receipts/cashiering, cash flow and investment management, and PeopleSoft Finance. The Accounts Payable department is an organizational unit within University Accounting Services. The department is responsible for ensuring that disbursements are made in accordance with applicable laws, regulations and policies set forth by the State Controller's Office, CSU Chancellor's Office, and other state and federal agencies. The department must comply with appropriate state and federal tax reporting requirements. The Accounts Payable department works closely with General Accounting, Student Accounting & Cashiering Services, and Procurement Services. The department also communicates with on campus personnel and outside vendors on a regular basis to ensure payment processing is accurately performed and in alignment with all applicable policies and procedures. The Accounts Payable department plays a key role in the operations, enhancement, and upgrades to the campus PeopleSoft, CSUBUY, and Concur systems.

DUTIES AND RESPONSIBILITIES:

• Analyze and resolve complex problems and transactions using research and analytical skills to interpret data.
• Provide assistance, policy interpretation, and training to Accounts Payable staff and campus end users on areas including, but not limited to, payment processing, travel procedures, hospitality, moving and relocation, and other disbursement requirements.
• Review operational impacts of policy and procedure changes and provide feedback to the Accounts Payable Manager regarding implementation considerations, training needs, and workflow impacts.
• Coordinate, plan, direct and assist in the development of new system and business processes in accordance with CSU policies, standards and definitions.
• Provide active direction and strategic oversight to foster a customer-focused environment interacting with a variety of sources including departments, suppliers, peers, Accounts Payable staff, and management.
• Provide operational feedback to the Accounts Payable Manager regarding workload, recurring issues, training needs, and workflow bottlenecks.
• Assist with updating desk procedures and job aids for department-level use. Ensure customer requirements and expectations are executed timely and accurately, along with verifying that issues are resolved. Promote positive department morale by interacting with the team in a consistently professional manner.
• Review and approve vouchers and Direct Pay transactions in the CSUBUY P2P and Concur systems to ensure compliance with CSU and campus policies, expenditure authority requirements, tax requirements, and applicable disbursement procedures.
• Review supporting documentation, invoice information, chartfield accuracy, payment terms, supplier information, hospitality documentation, and other required approvals prior to voucher approval.
• Research and resolve voucher issues, match exceptions, workflow concerns, tax discrepancies, and policy-related questions. Coordinate with Procurement, campus departments, suppliers, and Accounts Payable staff to resolve issues and ensure vouchers are processed accurately and timely.
• Assist with planning, program management and coordination of the university travel program, including developing and updating policies and procedures, campus user guides, training programs, ensuring compliance with all CSU, campus, state, and federal legal requirements.
• Process pay cycle in PeopleSoft to generate checks for all campus payments, including vendors, travel reimbursements, Direct Pay transactions and student financial aid. Review pay cycle results, resolve payment exceptions, and coordinate with Accounts Payable staff, General Accounting, and other campus partners as needed to ensure payments are processed accurately and timely.
• Generate and reconcile reports for claimable fund processing on a bi-weekly basis.
• Prepare Transfer of Cash letters to the State Controller for specific funds, reconcile and post paid claims, and assist with resolving claim schedule or payment-related issues.
• Run the escheat check process in PeopleSoft on a monthly basis to ensure checks outstanding for six months or more are accurately stale dated.
• Process cancel payment requests and payment re