Accounts Payable Coordinator III

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

910 Genesee St, Rochester, New York, United States of America, 14611

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100043 Accounts Payable-Finance

Work Shift:

UR - Day (United States of America)

Range:

UR URG 105 H

Compensation Range:

$19.96 - $27.94

Responsibilities:

Exercising knowledge of University financial procedures performs non-routine and complex work associated with accounting, bookkeeping, and cost-recording transactions. Reports on accounting transactions resulting from general operations and/or research activities of the University. Manages multiple priorities using strong problem-solving abilities. Must follow written procedures and interpret and adjust for variations using independent judgment and self-directed action. Organization as well as understanding and execution of situation-appropriate workload prioritization are required for success in this position.

ESSENTIAL FUNCTIONS

Processing:  In order to best ensure the highest levels of customer service, this person must maintain processing knowledge and skills.  Processes invoices for payment in OnBase, ASC and/or Workday as appropriate or creates/maintains supplier records.  Determines and confirms appropriate coding and enters data into systems in a timely and accurate manner.  Attention to detail and accuracy of data entered should be confirmed prior to submission.  Workflows/work queue must be diligently monitored so that any rejects or problems can be re-worked in a timely manner.  Productivity levels of invoices must be maintained in addition to other responsibilities.

Customer Service:  Extensive interaction with departments and suppliers is frequently required to completely resolve invoicing and payment problems.  Resolution always includes timely and professional responses to all phone calls, emails, and faxes.  Following up as appropriate until items are processed, removed from supplier statement, and providing payment information to departments and suppliers, are necessary for higher levels of customer satisfaction. 

Work with suppliers and departments to get any additional information needed to process outstanding invoices and credit memos.  Ensure that invoices and credit memos forwarded on are processed in a timely manner.  Prepare credit memos as needed so that overpayments, duplicate payments, and other unapplied cash with suppliers can be realized by UR.  Utilize Workday, ASC, and OnBase to investigate and thoroughly research transactions as needed.

Supplier Statements:  Review supplier statements for outstanding activity.

Proactively work with critical suppliers regarding their statements of open

activity on a weekly basis. Provide status updates and discrepancy details as

well as work directly with departments and suppliers to resolve discrepancies

in a timely manner.  Request and prepare for processing invoice and credit

memo copies as needed.  In addition, other statements that are not targeted

should also be reviewed and action taken relative to our payment status with

those suppliers. 

Review invoices older than one month to ascertain if previously processed and

follow up with supplier as appropriate.  This includes clarifying payment data

with the supplier and helping to resolve misapplied payments. 

Outstanding Credits and Audit Activities: Assist in timely resolution by investigating and actively following up on designated supplier outstanding credits, duplicate or erroneous payments.  Follow-up may be a letter or verbal communication to obtain a refund check if the University is no longer doing business with that ven