Supervisor: Assistant Controller
Status: Full Time
Hours: Monday - Friday, 8:30am - 5:00pm
Job Location: Longmeadow Campus
Exempt (Yes/No): Yes
JOB SUMMARY:
Process all accounts payable disbursements in a timely manner in accordance with University internal control procedures
ESSENTIAL JOB FUNCTIONS:
- Research and match invoices to purchase orders with proper approval.
- Maintain W-9's and ensure new vendors are set up correctly for 1099 reporting.
- Verify proper general ledger account number for the disbursement.
- Ensure proper authorized signatures have been obtained when there is no purchase order.
- Ensure sales tax is not paid.
- Process employee expense reimbursements for travel and other items in accordance with established University policies.
- Key invoices into Jenzabar.
- File paid invoices.
- Maintain open payables and employee travel advance accounts.
- Maintain open purchase order files, review for outdated and open purchase orders.
- Balance weekly check run, print and process checks for mailings.
- Train new employees in proper payable procedures.
- Assist others in the Business Office as needed.
- Assist in annual audit and various University functions as needed.
- Perform annual 1099 reporting.
- Communicates with all departments and outside vendors to resolve problems with invoices and vendor payments.
- Assist with credit card statement reconciliation.
- Continuously identifies, evaluates, and implements process improvements and operational efficiencies to optimize workflow, eliminate waste, and drive business performance.
- Attend trainings as required.
- Perform other duties and special projects as assigned by Supervisor.
QUALIFICATION REQUIREMENTS:
- Associate's or Bachelor's degree in related field preferred.
- 3-5 years experience in an accounts payable role is required, preferably in a university or non-profit setting.
- Ability to perform detailed work and produce accurate results.
- Ability to work independently; organize and prioritize work assignments; perform work with frequent deadlines; and work efficiently and effectively with external pressure to complete assignments.
- Ability to work well in a team environment; establish and maintain effective working relationships with co-workers, faculty, staff, students and vendors.
- Ability to work with and maintain confidential material.
- Strong computer skills and proficiency with Microsoft Office, especially Word and Excel; ability to use a 10-key and/or calculator effectively.
- Excellent written, oral and interpersonal skills.
- Willingness to work flexible and extended schedule including evenings when necessary.
- General knowledge of the University's mission, purpose and goals and the role this position plays in achieving those goals.