Accounts Payable Assistant

Position Summary: 

The Accounts Payable Assistant supports the Accounts Payable team through invoice processing, procurement card reconciliation, payment documentation, exception monitoring, customer service, and administrative projects. This position provides hands-on experience with university financial operations, business systems, and professional office practices. 

Essential Responsibilities:

• Invoice Processing 
  • Review purchase order invoices for completeness and accuracy.
  • Assist with invoice entry and processing in the University's financial system.
  • Maintain electronic records and supporting documentation. 
• Procurement Card Reconciliations
  • Reconcile assigned procurement card transactions. 
  • Verify receipts and supporting documentation are complete and attached. 
  • Follow up with cardholders regarding missing documentation and outstanding reconciliations. 
• Payment and Reporting Support
  • Assist with gift and prize payment documentation and tracking.
  • Assist with matching student teacher payment requests to approved contracts and supporting documentation. 
  • Support recurring payment processes, including copier maintenance agreements. 
• Customer Service
  • Provide courteous, professional, and timely customer service to campus departments, students, faculty, staff, and vendors by responding to inquiries and directing questions to appropriate resources. 
  • Assist with responding to routine Accounts Payable inquiries and escalating complex issues to Accounts Payable staff.
• Monitoring and Follow-Up 
  • Monitor the Accounts Payable email.
  • Sort and distribute Accounts Payable mail. 
  • Track invoice match exceptions and follow up with departments regarding outstanding receiving requirements.
• Administrative and Special Projects
• Help prepare documentation for audits, reporting initiatives, and departmental reviews. 
• Update process documentation, training materials, and job aids as assigned. 
• Participate in special projects and process improvement initiatives. 
• Perform other duties as assigned in support of Accounts Payable and Business Operations functions. 

 Hours:

• 10-15 hours per week between 8:00 am and 4:30 pm, Monday - Friday 
• Additional hours may be available during breaks.

Qualifications:

• Effective written and verbal communication skills.
• Proficiency with Microsoft Office applications and Google Drive
• Strong attention to detail and organizational skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to maintain confidentiality of sensitive information.
• Demonstrated customer service skills.

Preferred Qualifications: 

• Coursework in business, accounting, finance, management, or related field.
• Previous office, clerical, or customer service experience.