Accounts Payable Coordinator

Illinois, United States
Salary Not Specified
May 07, 2021
Employment Type
Full Time
Posting Text

Posting Number S00289P Position Status Non-Exempt Reporting Relationship(s) Supervisory Relationships Job Summary

Under the direction of the Assistant Controller, administers the Centralized Accounts Payable function of the College, which currently renders an average of $3 million in payments to vendors, employees, and students per month. Insures accounts payable are appropriately supported, approved, coded and in compliance with policies and regulations. The Accounts Payable Administrator insures processing is timely and accurate, and resolves vendor inquires and requests satisfactorily.

Salary Grade O05 Essential Functions

1. Promotes electronic payments by obtaining vendor bank information and set up in system.
2. Identifies departmental purchaser and route invoices for review and approval, as invoices are received.
3. Receives approved invoices, checks requests and travel reimbursement requests and validates that signer is authorized.
4. Ensures that the document is not a duplicate of previous payable, that the coding of fund, department, and expense are appropriate, and that the expenditure is consistent with college polices and regulations.
5. Resolves deficiencies in a timely manner.
6. Enters, both on an accurately and timely basis, such payable documents in the system including amount, coding, fiscal period, vendor, and due date.
7. Processes payment batches to insure compliance with due dates, avoid late fees and vendor complaints, and insure that each batch balances to control totals.
8. Matches supporting attachments to be mailed, and follows distribution instructions of regular mail, express mail, campus mail, or pick-ups after checks are produced.
9. Files documents to facilitate retrieval.
10. Responds to vendor and employee requests inquires as needed on a timely basis.
11. Produces ad hoc system reporting requests as needed.
12. Performs new vendor set-ups: Obtains W-9 Forms, avoids duplications with existing records, screens for conflict of interests or inappropriate vendors, flags independent contractors for 1099 reporting, flags non-resident aliens for 1042s reporting.
13. Demonstrates a strong commitment to continuous improvement.
14. Supports mission, vision and values.

Other Duties and Responsibilities

1. Performs accounts payable duties.
2. Performs other Financial Affairs Office duties as are assigned.

Minimum Qualifications

1. Ability to work with Excel.
2. Ability to use the Financial System, which includes Accounts Payable module.
3. Demonstrates math aptitude, client service aptitude, and verbal and email communication aptitude.
4. Effectively manages time.
5. Acts effectively as a team player.

Preferred Qualifications

1. Bachelor’s degree

Working Conditions/Physical Requirements

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object.

Work Hours Posting Date 05/07/2021 Closing Date Open Until Filled Yes Special Instructions to Applicants

Please be aware that as a continued emphasis on keeping our community safe and healthy, we will require all faculty, staff, and students to submit verification of full vaccination for COVID -19 no later than Tuesday, Aug. 10, 2021.

Please provide 3 references, including name, phone number and email. This may be included in applicant’s cover letter or optional “other” document.

Elmhurst University is a leading institution of higher education that seamlessly blends liberal learning and professional preparation to help students reach their full potential. Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazines consistently rank Elmhurst as one of the Midwest’s best values in higher education.

Recruiting and retaining a diverse workforce is a critical component of the University’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst University is an EO Employer. Elmhurst University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.

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