Accounts Payable Administrative Assistant

Position Title:

Accounts Payable Administrative Assistant

Compensation:

$15.00 - 16.26

Department:

Accounts Payable

Start Date:

09/28/2026

About this opportunity:

Join our Accounts Payable team in a dynamic role that combines financial operations, customer service, technology, and problem-solving. This position plays an important part in keeping the University’s financial processes running smoothly by supporting invoice and payment processing, resolving payment questions, monitoring departmental transactions, and maintaining accurate financial records.

You’ll work with a variety of financial systems and collaborate with departments across campus while serving as a key resource for vendors, students, and University employees. The role also provides opportunities to supervise student employees, assist with fraud prevention efforts, troubleshoot payment issues, and contribute to process improvements and new Accounts Payable initiatives.

We’re looking for someone who is detail-oriented, dependable, comfortable working with technology and high-volume transactions, and committed to providing excellent customer service. If you enjoy solving problems, learning new systems, and being part of a collaborative team, this is an opportunity to build your Accounts Payable expertise while making an impact across the University.

This is an on-campus position, Monday through Friday; with working hours of 8-5 during the academic year, and 7:30-4 during the summer.

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring:

Position Function:

Provide support for the operational functions of Accounts Payable in compliance with institutional and regulatory requirements. 

Duties and Responsibilities:

1. Process high-volume invoice batches from University Dining using financial ERP systems; ensure accurate coding, timely posting, and discount optimization; maintain and validate standing order data annually, ensuring alignment with fiscal year parameters and contractual terms. 

2. Administer and monitor the Office of Accounts Payable shared email queue, by classifying as responding to or routing of inquiries; assist the Accounts Payable Representative with the intake, classification, and routing of invoice data through the University’s financial and imaging systems.  Use and implement fraud detection and prevention methods. 

3. Execute check voids, reissues, and alternative payment options; process lost check requests via online submission platforms; update records across banking interfaces, financial systems, and digital imaging repositories; maintain data integrity within stale check tracking applications. 

4. Manage ACH return transactions by recording and reconciling returns within financial systems; generate automated and manual notifications to payees; provide technical guidance on resubmission procedures; reinitiate payments via ACH or check based on updated banking data; ensure student banking and contact information is updated as needed in the ERP system. 

5. Provide front-line operational support by leveraging financial systems to retrieve and communicate payment data (e.g., check status, remittance details); manage inbound communication channels (phone, email and in-person) with a focus on efficient issue resolution and data accuracy, while delivering exceptional customer service.  Use and implement fraud detection and prevention methods. 

6. Assist in the development, documentation, and implementation of procedures for new and emerging Accounts Payable processes; collaborate with stakeholders to define workflows, controls, and system requirements, and provide ongoing operational support, troubleshooting and continuous improvement services after implementations. 

7. Hire, train and supervise student employees on financial systems, data entry standards, and operational procedures; assign and monitor task completion to ensure accuracy and compliance with departmental workflows. 

8. Support continuous improvement initiatives by identifying process inefficiencies, recommending system enhancements, and participating in the implementation of updated procedures or tools. 

9. Coordinate mail intake and distribution processes, including logging, categorization, and routing of financial documents; communicate with internal departments to ensure timely handling of non-standard delivery schedules. 

10. Administer controlled distribution of physical checks, including identity verification protocols and digital log