Accounts Payable Specialist

About Norwich University:

Founded in 1819, Norwich University is the oldest private military college in the country and the birthplace of the Reserve Officers' Training Corps (ROTC). Today we are a diversified academic institution that offers undergraduate and graduate degrees and professional certificates to adult learners online and to Corps and civilian lifestyle students on campus. Norwich faculty and staff challenge all of our students to push themselves academically, socially, and as leaders. Our graduates build upon their Norwich educations to launch or grow careers and make outsized contributions to their communities, the nation, and the world.

Norwich University is located in the beautiful Green Mountains of Vermont, only 20 minutes from the state capital, Montpelier, and three hours from Boston or Montreal. It is a private institution nestled in a rural setting with a campus size of 1,200 acres.

Our excellent benefit package includes medical, dental, vision, group life, and disability insurances, flexible-spending accounts for health and dependent care, a 403(b) retirement plan with employer match, an employee assistance program, paid time off, use of the University pool and fitness center, and tuition scholarships for eligible employees and their family members. Some employees may qualify for the Public Service Loan Forgiveness Program on their Federal Student Aid Direct Loan balance. For more information about our benefits, visit https://norwich.trgportal.com.

Job Description:

Fulfills the mission of Norwich University by being responsible for the accurate and timely processing of accounts payable transactions while supporting operational efficiency, financial controls, and vendor relationships. Administers invoice processing workflows, supports ERP and AP automation systems, ensures compliance with company policies and audit requirements, and contributes to continuous improvement initiatives within the Finance organization. Collaborates closely with vendors, procurement, and internal stakeholders to ensure effective payment management and strong financial stewardship.

This is a 40 hour per week and 52 weeks per year 1.0 FTE position.

Essential Functions

1. Administers invoice processing and payment
   1. Processes vendor invoices accurately and timely.
   2. Matches invoices to purchase orders and verify supporting documentation and approvals.
   3. Codes invoices to the appropriate general ledger accounts, including prepaid expenses.
   4. Reviews and processes invoices through the OCR and workflow system.
   5. Prioritizes invoices based on payment terms and discount opportunities.
   6. Processes weekly check runs and one-off check runs as needed.
   7. Prepares cash requirements reports before check runs.
   8. Obtains required signatures on check registers and ensure timely completion.
   9. Researches missing checks, process stop payments, and reissue payments when necessary.
   10. Reconciles outstanding travel advances and ensure supporting receipts are submitted.
2. Administers expense reimbursements
   1. Reviews and verifies travel expense vouchers and monthly reimbursement requests for faculty and staff.
   2. Reviews and approves direct pay invoices submitted by departments.
   3. Processes and assists with credit card expense reports.
3. Supports vendor management and provides customer service.
   1. Manages vendor onboarding, maintenance, and documentation.
   2. Review sW-9 forms and validate tax information.
   3. Maintains vendor records, addresses, and tax documentation.
   4. Builds positive vendor relationships.
   5. Resolves invoice discrepancies, payment issues, overpayments, and underpayments.
   6. Responds promptly to internal and external inquiries.
   7. Maintain effective communication with departments across campus.
4. Supports compliance, internal controls & risk management
   1. Executes and documents internal controls.
   2. Ensures compliance with segregation-of-duty requirements.
   3. Supports fraud prevention initiatives.
   4. Identifies and prevents duplicate payments and fraudulent transactions.
   5. Ensures compliance with institutional policies, audit requirements, and financial procedures.
   6. Manages unclaimed property related to outstanding checks.
   7. Maintains AP records and documentation in accordance with retention requirements.
5. Completes reporting, analysis, and month-end activities
   1. Tracks payments to 1099 vendors and support annual tax reporting.
   2. Analyzes vendor statements and resolves discrepancies.
   3. Monitors AP aging and identify process improvement opportunities.
   4. Monitors key performance indicators including:
      1. Invoice processing cycle time
      2. Payment accuracy
      3. Discounts capture rates
      4. Invoice exception rates
   5. Supports month-end and year-end closing activities.
   6. Meets established close deadlines.
   7. Provides audit support and required documentation.
6. Supports systems administration & process improvements
   1. Administers automated invoice processing and workflow systems.
   2. Assists with implementation and optimization of ERP and AP automation tools.
   3. Maintains and updates the Accounts Payable Manual and Check Run Procedures.
   4. Supports continuous improvement initiatives and operational efficiencies.
   5. Processes invoices within established service level expectations while maintaining high accuracy.
7. Serves as backup to the Staff Accountant and assist with processing credit card expense reports.
8. Monitors multiple Financial Affairs email accounts.

Other Functions

1. Maintains confidentiality of sensitive or private information.
2. Communicates with employees, students, and others in a respectful and clear manner.
3. Serves on University committees, councils, workgroups, or other designated bodies as assigned.
4. Achieves, maintains proficiency in, and utilizes computers, telephones, and other job-related equipment, including related systems and software.
5. Speaks, reads, and writes in English.
6. Communicates by telephone, email, letter, in person, or other means or device.
7. Performs other tasks as assigned by supervisor.

Requirements:

• High school diploma or equivalent required; some college coursework with accounting courses preferred.
• 2 years of Accounts Payable experience preferred
• Proficiency with 10-key touch preferred
• Demonstrated attention to detail and commitment to accuracy.
• Strong analytical and critical thinking skills.
• Ability to identify issues, research solutions, and resolve problems effectively.
• Excellent organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Commitment to continuous process improvement and operational efficiency.
• Ability to maintain a high level of data accuracy, integrity, and confidentiality.
• Proficiency in MS Office (Word, Excel, SharePoint, Teams, and Outlook); (Pivot Tables, VLOOKUP/XLOOKUP, Power Query)
• Experience with ERP systems, experience with Banner a plus.
• Experience with AP automation platforms
• Experience with electronic payment platforms and vendor portals preferred
• Able to sit, squat, reach, push, pull, and manipulate related equipment; lift 15 pounds; travel outdoors to various parts of the campus.
• Work some evening or weekend hours.

Environmental Conditions

• Indoor work at a computer workstation
• Low level of exposure to noise, dust, fumes, vibrations, and temperature changes.

Additional Information:

Norwich University is an Equal Opportunity Employer and is committed to providing a positive education and work environment that recognizes and respects the dignity of all students, faculty and staff. Reasonable accommodations will be made for the known disability of an otherwise qualified applicant.  Please contact the Office of Human Resources at nuhr@norwich.edu for assistance.

All candidates must be legally authorized to work in the United States without requiring immigration sponsorship, including but not limited to non-immigrant visas such as H1B, STEM, or F1, now or in the future. A post offer, pre-employment background check will be required of the successful candidate.

Application Instructions:

Please provide a cover letter, resume, 3 references, and Norwich application.

URL: www.norwich.edu