Accounts Payable Specialist

California, United States
Salary Not specified
Apr 09, 2021
Employment Level
Employment Type
Full Time

Accounts Payable Specialist
Job Type:
Job Number: 2015-1602782
Location: CA 94556, CA
Department: Business Office
Closing: 5/3/2021 11:59 PM Pacific

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.

Responsible for all accounts payable functions for the College, in compliance with State and Federal
regulations and College policies and procedures. Must maintain ongoing best practices to insure auditing
standards and requirements are met.

  • Process all payable items assigned; verify completeness and accuracy of backup documentation, proper approvals, appropriateness of general ledger funding source, and compliance with College policies. Obtain additional documentation and/or approvals as required, assign check dates appropriately.
  • Responsible for set-up and maintenance of vendor record information, to include accurate reflection of W9 data and correct 1099 status. Follow-up with out-of-state service vendors to determine Franchise Tax liability,
    withholding as appropriate.
  • Evaluate vendor payments to determine if sales tax should be assessed. Must apply working knowledge of IRS and State guidelines surrounding an accountable plan, taxable fringe benefits to employees and 1099
    reporting requirements. Ensure all transactions are processed in compliance with these guidelines.
  • Evaluate and review employee expense reports, and associated PCard statements to ensure the accuracy and completeness of the expense as well as its compliance with the College's accounting/travel policies. Identify the transactions that trigger taxable fringe benefit to be shared with the payroll office, and obtain any additional documentation or approvals as required.
  • Responsible for the timely review and research of stale dated AP and AR checks. Work with college stakeholders to verify validity of payment, or title IV status. Obtain confirmation from payees as to where to reissue new payments.
  • Office service which consists of email and phone inquiries, opening and distributing mail, and window service. Scanning and linking of all payable items into ImageNow, document imaging system.

  • Experience and Qualifications
    Education: REQUIRED: Associates PREFERRED: Bachelor's

    Experience: (years required and applicable field of experience):
    1. Articulate customer service and interpersonal skills
    2. Understanding of accounting principles
    3. Invoice processing experience
    4. Strong organizational skills and attention to detail are a must
    5. Strong analytical and investigation skills. Must be able to resolve invoice discrepancies in a timely manner with accuracy and eagerness
    6. 1+ years of experience in an Accounting role; AP, AR, Budgetary or General Ledger (preferred)
    7. Paperless accounting software, ImageNow by Hylland and Colleague by Ellucian (preferred)

    Skills/Abilities: Proficient in Microsoft products. Proficient in Google products

    Other Requirements: No travel

    Supplemental Information
    Supplemental Information Application Instructions: Please apply online at
    Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

  • A resume and cover letter.
  • The name and contact information for three (3) professional references.
  • In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

  • Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

    College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

    Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

    Please apply online at


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