Accounts Payable Coordinator

Expectation and Condition of Employment

Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University’s sincere religious beliefs.

Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University’s affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church.

Mission Statement

Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity.

Core Values of Howard Payne University

We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard
Payne should strive to demonstrate a commitment to these five Core Values:

• Centered on Christ   (cf. Col. 3:17, Matt. 7:24)
• Focused on Community   (cf. Eph. 4:4-6, 1 Pet. 3:8)
• Called to Service   (cf. Mark 10:45, Phil. 2:3-5)
• Committed to Excellence   (cf. Gen. 1:31, 1 Cor. 9:24)
• Dedicated to Stewardship   (cf. Gen. 2:15, 1 Pet. 4:10)

As a condition of employment, employees agree to be paid by Direct Deposit. Applicants offered contingent employment based on the University obtaining a clean background check agree the contingent offer of employment may be revoked based on the information obtained in the background check.

If offered employment, your acceptance will indicate that you have read and agree to the Expectations and Conditions above.

Application Procedure

To be considered for this position, please submit the following:

• a letter of application addressing in detail how you meet the position requirements
• a resume or CV (curriculum vitae)
• unofficial transcripts, and
• a completed HPU Employment Application

Job Summary

Compiles processes and maintains a high volume of accounts payable records requiring the ability to efficiently multi-task in a positive manner in a demanding job with many interruptions by performing the following duties.

Essential Duties and Responsibilities

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Accounts Payable Processing

1. Process invoices and prepare payments, including check, ACH, and other approved payment methods.
2. Maintain organized electronic records of invoices, payment support, and related documentation.
3. Respond to departmental questions regarding invoices, payments, and accounts payable procedures.
4. Review all vouchers/invoices for accuracy, completeness, and proper documentation.
5. Verify account coding, approvals, and supporting documentation prior to payment.
6. Approve vouchers for processing or return vouchers for correction when needed.
7. Ensure compliance with University policies, internal controls, and applicable accounting procedures.
8. Reconcile vendor statements and resolve discrepancies in a timely manner.
9. Reconcile accounts payable activity to the general ledger on a monthly basis.
10. Ensure proper 1099 classification and prepare annual 1099 reporting.
11. Set up and maintain vendor records, including W-9 documentation.
12. Manage the University credit card program, including issuing cards, maintaining cardholder records, monitoring limits, assisting with cardholder questions, reviewing credit card activity, following up on missing documentation, and reporting lost, stolen, or fraudulent card activity.
13. Assist with monthly credit card reconciliation, ensuring charges are properly coded, approved, supported, and recorded in the appropriate accounting period.
14. Assist with audit support by providing accounts payable, vendor, payment, and credit card documentation as requested.
15. Work with the Accountant and Assistant Controller to support accurate financial reporting.
16. Identify and suggest process improvements to strengthen efficiency, compliance, and internal controls.
17. Perform other duties as assigned by the Assistant Controller.

Competencies

To perform the Essential Duties listed above successfully, an individual should demonstrate the following competencies:

1. Modeling Christian Faith – Must be committed to modeling the Christian faith; displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others; is committed to continuing to model Christian faith in a manner consistent with the University’s mission Statement and core values
2. Analytical - Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures
3. Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well problem solving as part of a group; uses reason even when dealing with emotional topics
4. Customer Service – Manages difficult or emotional situations effectively; solicits feedback to improve service; responds to requests for service and assistance promptly and effectively; meets the commitments they make to others
5. Interpersonal Skills - Focuses on solving conflict without blaming others; consistently maintains confidentiality; listens to others without interrupting them; keeps his or her emotions under control; remains open to others' ideas and tries new things
6. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates effective group presentation skills; participates actively in meetings
7. Written Communication - Writes clearly and informatively; edits his or her work for correct spelling and grammar; varies his or her writing style as needed; presents numerical data effectively; is able to read and interpret written information effectively
8. Teamwork - Balances the needs of the team and individual responsibilities effectively; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts the success of the team above his or her own interests; is able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed
9. Visionary Leadership - Displays passion and optimism; inspires respect and trust and motivates others to perform well; mobilizes others to fulfill the University’s Mission Statement while embracing the University’s Core Values; provides vision and inspiration to peers and subordinates; exhibits self-confidence and confidence in others; influences actions and opinions of others effectively; accepts feedback from others; gives appropriate recognition to others
10. Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness
11. Cost Consciousness - Works within their approved budget; develops and implements cost-saving measures; conserves University resources
12. Ethics - Treats everyone with respect; keeps commitments; inspires others to trust him or her; works with integrity and ethically; upholds the University's Mission Statement and Core Values
13. University Support - Follows policies and procedures consistently; completes administrative tasks correctly and on time; supports the University’s Mission Statement and Core Values; benefits the University through external community and professional activities; supports affirmative action and respects diversity
14. Planning/Organizing - Prioritizes and plans work activities effectively; uses time efficiently; plans for additional resources if necessary; sets goals and objectives; organizes and schedules other people and their tasks; develops realistic action plans
15. Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts personal responsibility for his or her own actions; follows through with commitments
16. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies effective feedback to improve performance; monitors his or her own work to ensure quality
17. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time
18. Dependability - Follows instructions; responds effectively to his or her supervisor’s direction; takes responsibility for his or her own actions and keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan
19. Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes appropriate independent actions and calculated risks; looks for and takes advantage of opportunities to improve situations; asks for and offers help when needed

Qualifications

To perform this job successfully, an individual must be able to perform each of the Essential Duties listed above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Education and/or Experience – Associates Degree in Business with one to three years related experience and/or training in processing accounts payable; or equivalent combination of education and experience in reconciling and processing accounts payable
2. Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English; ability to write routine reports and correspondence; ability to speak effectively before groups of students, employees of the University and the public
3. Mathematical Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs
4. Reasoning Ability - Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form in English; ability to deal with problems involving several concrete variables in standardized situations
5. Computer Skills - To perform this job successfully, an individual should have an excellent working knowledge of Web Browsers; Microsoft Excel, Word and Microsoft Outlook.  The employee must become proficient with the University's accounting software within 180 days of employment
6. Other Requirements – Must be able to occasionally work overtime as requested by the Controller
7. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear.  The employee must regularly lift and /or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus
8. Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to risk of electrical shock. The employee is occasionally exposed to wet and/or humid conditions. The employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals used to clean and/or renovate buildings and maintain the grounds of the University.  The noise level in the work environment is usually moderate