Accounts Payable Coordinator

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Job Description:

Responsibilities:

Establishes policies and guidelines for the University’s accounts payable program and ensures that the policies and guidelines are up-to-date, meet the current needs of the University, and are in compliance with applicable laws and regulations.

Monitors and evaluates accounts payable operations, including internal controls, and work-flow processes to ensure effective, efficient, and consistent management of accounts payable modeling industry best-practices.

Accounts Payable program including the following processes:

1. Review, verify, and process supplier invoices, miscellaneous payment requests, and receipts for purchase orders, for accuracy and compliance.

2. Ensure that proper backup documentation is attached to support all expenses.

3. Processing payments through the university’s Workday system, including ACH, wire transfers, checks.

4. Maintain vendor records, including W-9 documentation and tax reporting requirements, including verbal authentications for new and updated banking information or remittance address changes.

5. Communicate with vendors, faculty, departments, and staff regarding payment status, discrepancies, and account payment inquiries.

6. Reconciliation of accounts payable transactions and assist with monthly and year-end closing activities.

7. Monitor aging reports and resolve outstanding disbursements or discrepancies.

8. EIB file integrations, monitor positive pay exceptions, process weekly Compass catering invoices.

9. Ensure proper documentation to comply with immigration, tax and labor laws when non-U.S. citizen performs services on campus.

10. Assist with audits by preparing documentation for Lead Schedules and responding to information requests.

11. Ensure compliance with university policies, grant requirements, and applicable state/federal regulations.

12. Maintain confidentiality of financial and employee information.

13. Identify opportunities for process improvement and operational efficiency.

14. Assists with processing purchase and travel card Workday transactions and corporate credit card customer support. Serves as backup in the absence of other staff members supporting purchase and travel card programs.

15. Campus partner Training - Provides training programs for university staff for new or revised guidelines, processes, procedures, in person, individualized training for new campus partners, and across Campus Training Sessions

16. Annual 1099 preparation and filings.

17. Annual escheat filings - turning over unclaimed property to the state of SC to comply with Escheatment law.

18. Backup for preparation and Filing SCDOR Sales & Use Tax Returns: Golf Course Admissions Tax, Athletics Admissions Tax, Timmons Admissions Tax, Sales & Use Tax.

Other Tasks

Assists in testing Workday related upgrades and providing training programs for university staff for new or revised processes and procedures. Provides support on special projects and data analysis for the Associate Vice President of Finance, Controller, Director of Budget and Resource Management, and Director of Procurement as needed. Pursues professional development opportunities to keep pace with demands for services and information, including maintaining relevant information about the department and university. Completes the annual performance review process with supervisor to understand job performance expectations and department and university goals. Follows safety procedures consistent with an office environment. May frequently travel to other parts of the University campus, with infrequent off-campus travel. Performs other duties as assigned.

Relationships:

Continuous contact with members of own work unit, Financial Services, Facilities Services, Information Technology, Human Resources, President’s Office, Vice Presidents, division directors, and members of other departments to exchange information and explanation of policies, procedures, regulations, acceptable practices and functions.

Developing positive, collaborative working relationships is essential to the success of this position. Clear and concise communication is required to successfully fulfill job duties efficiently and effectively.

Reports To: Controller

As a member of the Finance and Administration team, this position reports to the University Controller and non-routine issues or questions are referred to the supervisor.

Work Conditions

Work is performed under usual office conditions with long periods of working at a desk and in front of a computer screen. Responsible for own work. Exercises independent judgement and discretion, as it relates to the application of established University policies and procedures. Routine work is performed independently, involves deadlines, interruptions and handling multiple tasks. Tasks involve multiple procedures with interrelated processes or steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures. Understanding of how workflows are structured is essential to completing work related tasks in a timely manner. Errors are readily detected in the normal course of work by standard check or crosscheck.

Minimum Qualifications

A Bachelor’s degree in Accounting, Finance, Business Admin or related field, along with minimum five-seven years of experience in accounts payable, higher education experience is preferred.

Candidates will need ability to coordinate with team members, proficiency in accounting systems.

Systems experience in accounting environment as well as advanced knowledge in working with spreadsheets in Microsoft Excel is critical.

Great customer service skills are imperative via in person, teams/zoom, phone and email methods of communication.

Excellent interpersonal and communication skills and ability to present financial and non-financial information clearly and logically both in writing and orally.

Ability to maintain confidentiality of accounting records.

High level of accuracy and strong attention to detail.

Superior organizational and follow-through skills.

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