Clarkson University Hiring for Accounts Payable Coordinator – Travel and Expense at Potsdam, NY Full Time

Job Title: Accounts Payable Coordinator – Travel and Expense

FLSA Status: non- exempt

Department: Controller’s Office

Title of Manager/Supervisor: Accounts Payable Manager

Number of Employees Reporting to this Position: 0

Range: 16.22- 19.50 salary based on experience

Position Summary:

The Coordinator shall maintain the integrity of the payables process through the use of University policies and operating procedures and shall comply with all federal and state laws, rules and regulations.

The Coordinator is also responsible for all phases of payables activities which include: matching invoices to delivery records and purchase orders, entering vouchers and payment requests, verification and set up of vendors, previewing bi-weekly check run for accuracy and processing forms 1099.

The Coordinator will work with the Accounts Payable Manager to maximize cash efficiency and provide high level customer service to internal and external constituents.

The Coordinator will work closely with other teams within the Controller’s Office and throughout the University to lead timely and efficient processing of vendor transactions.

General Purpose: The Accounts Payable Coordinator – Travel and Expense is focused on internal review and processing of employee One Card and travel and expense submissions, while also supporting all Accounts Payable functions for the University utilizing the PeopleSoft Accounts Payable module. Timely and accurate review of employee expense report submissions for compliance with University policies and processing related employee reimbursements is the primary focus of this position.

Position Responsibilities:

• Ensure all accounts payable policies and procedures are adhered to, including vendor approval and invoice processing.
• Independently audit and manage the workflow of travel reimbursements and University One Card expense reports submitted from all University personnel.
• Ensure that all documentation requirements have been met and required supporting documentation is present to support reimbursement / One Card charges, and expenses are charged to the correct account codes.
• Maintain a thorough knowledge of travel policies and procedures and validating each expense, including specialized knowledge of University spending guidelines, foreign travel, study abroad travel, athletics, development, etc. and all University funding sources.
• Interpret, apply and communicate travel policies, procedures and guidelines to University personnel and provide recommendations as needed to update / enhance said policies.
• Perform annual review and Travel & Entertainment Policy and present proposed updates to Controller.
• Communicate with University personnel and supervisor any reconciliation issues and direct required changes to expense submission to comply with University policies in order to bring the submission to a final resolution in a timely manner.
• Assist Operations Accountant with reconciliation of travel advance and receivable accounts.
• Assist University personnel with submission issues, payment status and audit concerns.
• Process EZ Pass transactions and work with Associate Controller and Facilities to properly apply
• monthly charges.
• Assist Operations Accountant with Expense Report and Travel & Entertainment Policy Training
• Manage the full accounts payable cycle from receipt of invoices to payment; including matching to purchase orders, obtaining approval, entering invoices in PeopleSoft system and running verification processes to ensure duplicate invoices are not processed.
• Review checks for accuracy and prepare them for mailing.
• Process Void/Stop Payments on checks and reissuing as needed.
• Serve as backup to the Cashier
• Identify, investigate and resolve budget errors within PeopleSoft that are precluding processing of vendor invoices.
• Assist with the closing of Purchase Orders and compilation of purchases orders scheduled to roll as part of year-end close process.
• Support the development and implementation of strategic payables plans and partnerships to continuously improve payables operations. Facilitate communication to improve current processes and promote strong internal controls.
• Analyze support structures and system needs, as well as payables policies and procedures. Recommend changes to establish new systems as may be deemed necessary or appropriate.
• Provide assistance to other University departments and outside vendors related to processing of payments and resolution of disputes over delayed payments.
• Responsible for new vendor setup including TIN matching utilizing the IRS website.
• Assist the Accounts Payable Manager with IRS 1099 compliance and reporting, including maintenance of 1099 vendor files.
• Responsible for imaging and record retention of all accounts payable documents.
• Provide clerical support to Controller and Controller’s Office staff, including processing of incoming and outgoing mail, document preparation, scanning, etc.
• Serves as back up to other positions within the Controller’s Office as needed.
• Assist in training of new Accounts Payable Support Staff.
• Assist in the implementation and testing of PeopleSoft upgrades and other new software programs.
• Assist with year-end audit process as needed.
• Perform miscellaneous job-related duties as assigned.

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

Essential Skills:

• Ability to exercise good judgment and discretion, particularly in matters relative to sensitive or confidential information, personnel or organizational matters.
• Strong interpersonal and communication skills (both orally and in writing) and the ability to work effectively with a wide range of constituencies in a diverse community.
• Skills in examining and re-engineering operations and procedures, formulating policy, and analyzing, developing and implementing strategies to achieve goals.
• Self-motivated and leadership initiative for assigned projects and programs.
• Display original thinking and creativity and ability to solve problems.
• Proficient with personal computer office applications, e-mail and internet.
• Must be able to work under pressure to meet deadlines and have strong multi-tasking and prioritization skills in a changing environment.
• Demonstrated commitment to diversity and inclusion.

Education:
Minimal Qualifications: Associate’s degree from accredited College or University in accounting, finance or business administration or a related field of study, 1 year of experience directly related to the duties and responsibilities specified. In Lieu of a degree, 2-3 years of experience directly related to the duties and responsibilities specified.

Preferred Qualifications: Bachelor’s degree from accredited College or University in accounting, finance or business administration or a related field of study, 2 years of experience related directly to the duties and responsibilities specified.

Experience:

Minimal Qualifications:

• Experience working within complex accounts payable systems.
• Prior customer service experience
• Working knowledge of Microsoft Office, Adobe, and Google products

Preferred Qualifications:

• Demonstrated experience working with large and complex payables programs
• Experience in travel and expense report processing and / or audit function expense review.
• Experience in higher education work environment
• Prior working knowledge of PeopleSoft Financials Software

Physical Demands:
The physical demands characteristics 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.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).