Accounts Payable Specialist III

Job Title

Accounts Payable Specialist III

Agency

Texas A&M University - Corpus Christi

Department

Procurements And Disbursements

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs.  As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies.

 

TAMU-CC’s beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.

 

Learn more information here!

PURPOSE

This position is responsible for production and processing of payments for the department of Procurement and Disbursements. Responsible for the creation of vendors both Foreign and Domestic, within the TAMU-CC operated financial systems and for Islander Buy with a central vendor list, for TAMUCC. Additionally, this position provides support to TAMUCC in production of electronic and check payments with the disbursement of those payments to vendors. Reconciliation of Vendor Accounts, Procurement documents (PO’s and Non-PO Based and Manual Payments), and Credits issued from vendors. All aspects of the Disbursements department including Record Retention , Preparing 1099’s and State Escheating. Provides customer service to the campus community and vendor.
 

RESPONSIBILITES

Functional Areas #1: Operational

Percent Effort: 50%

• Responsible for payments, both manual and automated, of items for the department of Procurement and Disbursements for TAMUCC. Act as the payer and approver (as assigned) of invoices in Islander Buy Software and in Famis.

• Responsible for assisting in the creation of vendors within the TAMUCC system or with Islander Buy. Create both Domestic and Foreign Vendors including screening with the use of IRS, visual compliance and USPS. Keep vendors up to date with all IRS documents where required.

• Responsible for Glacier Software for Foreign Vendors to provide tracking of Exemptions or Withholdings.

• Process for payments and vendors with workflow to be decided by the Assistant Director of Procurement and Disbursements. All tasks will be cross trained within the department. All will be able to pick up and process mail, voids and reissues checks/ACH and process of daily check run and reporting. Coded Procurement under $5,000.00 and ensures compliance with State, System and University Policies and Procedures. Processes Non-PO Based Invoices, including coding and compliance.

Functional Areas #2: Data Management and Reporting

Percent Effort: 40%

• Prepare manual payments and manual checks when necessary.

• Reconcile vendor statements, PO's, Receiving, and work Credits with the vendor. Assist in Escheating to the State of Texas and in preparation of 1099's and related taxing as it pertains to the needs of Disbursements.

• Creation of journal entries and source documents. Scan and document entries into Laserfiche and/or Islander Buy. Reconcile and process Cash Entries for all disbursement deposit entries. Create and Process Change Source of Funds in Famis and USAS.

• Audit monthly statements for month-end closing. Review daily statements. Call vendors for status on payments.

• Keep a detailed procedure manual or current manuals up to date.

Functional Areas #3: Other Administrative Support

Percent Effort 10%

• Acts as the back up to the Financial Specialist I, that serves as the Lead/Office Manager.

• Greet customers and assist in customer service over the phone, by mail or email for research or instructions related to all disbursement functions.

• Perform other duties as assigned.

QUALIFICATIONS

• High school diploma or GED.

• Four (4) years of related experience.

• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, and