Accounts Payable Specialist

Position Summary:

Philander Smith University is seeking a detail-oriented and highly organized Accounts Payable Specialist to support the daily financial operations of the University. The Accounts Payable Specialist is responsible for processing invoices, maintaining vendor records, ensuring timely and accurate payments, and supporting compliance with institutional policies and accounting standards. This position plays a critical role in maintaining strong vendor relationships and ensuring the integrity of the University's financial records.

Key Responsibilities:

• Review, verify, and process vendor invoices for payment.
• Match invoices with purchase orders, contracts, and supporting documentation.
• Ensure expenditures are properly authorized and coded to the appropriate general ledger accounts.
• Prepare and process weekly check runs, ACH payments, and electronic disbursements.
• Maintain accurate vendor records, including W-9 forms and tax documentation.
• Respond to vendor inquiries regarding payment status and account discrepancies.
• Reconcile vendor statements and resolve outstanding issues.
• Assist with month-end and year-end closing activities related to accounts payable.
• Maintain organized accounts payable files and supporting documentation.
• Ensure compliance with University policies, federal regulations, and accounting standards.
• Assist with annual audits by providing requested documentation and schedules.
• Monitor outstanding obligations and communicate payment needs to management.
• Support Business Office operations and special projects as assigned.

Required Qualifications:

• Associate degree in Accounting, Business Administration, Finance, or a related field; bachelor's degree preferred.
• Minimum of two (2) years of accounts payable or accounting experience.
• Strong understanding of accounting principles and accounts payable processes.
• Proficiency in Microsoft Excel, Word, and accounting software systems.
• Excellent organizational, analytical, and problem-solving skills.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and handle sensitive financial information.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a team environment.

Preferred Qualifications:

• Experience in higher education accounting.
• Experience with Jenzabar or other higher education ERP systems.
• Knowledge of nonprofit accounting practices.
• Experience processing ACH and electronic payments.

Knowledge, Skills, and Abilities:

• Knowledge of accounts payable procedures and internal controls.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to reconcile financial information accurately.
• Strong customer service skills when working with vendors, faculty, staff, and students.
• Ability to interpret and apply University policies and procedures.

Working Conditions:

• Primarily office environment.
• Regular use of computers, calculators, and office equipment.
• Occasional lifting of files or boxes up to 25 pounds.

Benefits Include:

• Medical, Dental, and Vision Insurance Plans
• Short-term and Long-term Disability Coverage
• Flexible Spending Accounts and Health Savings Accounts
• Employee Assistance Program
• 403B Retirement Savings Plan
• Life Insurance 
• Paid Time Off
• Tuition Reimbursement

Philander Smith University is an equal opportunity employer and does not discriminate against applicants or employees based on age, race, sex, national origin, ethnicity, veteran status or religion. Philander Smith University is a smoke-free and drug-free work environment. Philander Smith University participates in E-Verify.