Accounts Payable Associate- Strategic Budget & Finance- Procurement Services
Job no: 500282
College / VP Area: Strategic Budget & Finance
Work type: Staff
Categories: Financial Services and Procurement, Full Time
PAY GRADE: 27N
CONTEXT OF THE JOB:
Within Strategic Budgeting and Finance, Procurement Services is responsible for the purchasing of and payment for all the University’s goods and services needed to execute its mission. In addition to traditional purchasing activities, Procurement Services is responsible for processing and execution all non-payroll disbursements. Procurement Services also manages the University’s travel and expense and credit card program. Annual expenditures processed and executed by Procurement Services total approximately $750 million, with approximately half of that total being sourceable. Major functional units within Procurement include Systems Administration, Supplier Data, Sourcing, Contracting, Purchasing, Travel and Expense Management, and Accounts Payable.
Under the general direction of the Accounts Payable Manager, the Accounts Payable Associate is responsible for efficient processing invoices and payment requests, consistent with policy, such that disbursements are made in a timely manner. The ideal candidate is personable, dynamic, exhibits attention to detail and has excellent communication skills. The position also supports the duties to be performed by the Chief Procurement Officer, as needed.
- Provides financial and administrative support to ensure effective, efficient, timely and accurate financial and administrative operations for all payable responsibilities.
- Ensures work is maintained, documented and in compliance with university policies and procedures for business controls.
- Responsible for high volume vendor invoice and direct payment request transactions.
- Successfully produce timely payment and meeting of discounts where appropriate.
- Recognizes and acts on non-standard situations and adapt work to business goals.
- Analyzes issues for leadership involvement, escalates non-routine issues out of scope of authority.
- Provides exceptional customer service to university faculty, staff, co-workers, students and parents along with external vendor regarding UD payment activity.
- Systematically addresses recurring payments not routinely prompted by an invoice.
- Decides if payment is classified by the University as an asset and seeks appropriate action for tagging and profiling.
- Utilizes JAGGAER procurement modules, PeopleSoft financials and other third-party banking applications, as needed.
- Creates journal voucher entries.
- Handles voucher payments for any invoices that are initiated by university departments, coordinating the web form and backup documentation for document analysis.
- Ability to handle spreadsheets and queries for Financials operating systems including PeopleSoft, Excel, web forms and business expense reporting tools.
- Duplicates pay review and has keen understanding of separation of duties.
- Backup responsibility for coordinating accounts payable tasks handled by others in team.
- Ensures functionality of internal controls for compliance with internal, external and IRS auditing.
- Decision maker on when payment ought to be classified as 1099 reportable, to meet IRS regulations.
- Exceptional customer service and problem solving with university vendor payment activity.
- Collaborates with campus departments including General Accounting, Payroll, Student Financial Services, and Library to coordinate items such as garnishments, general deductions, student refunds, and special collections payments.
- Assures correct method of pay is affixed to each individual payment. Identify opportunities to streamline business processes.
- Responsible for providing guidance to student or misc. wage accounts payable staff when available.
- Other duties as assigned by the Associate Vice President, Chief Procurement Officer or the Accounts Payable Manager.
- High school diploma or GED, associate degree preferred, and three to five years of experience.
- Knowledge of industry best practices and current developments/trends in area of expertise.
- Higher education and/or not-for-profit accounting experience preferred.
- Experience with major financial systems, including intermediate query and report development. Knowledge of PeopleSoft enterprise software and Jaggaer procurement modules are preferred.
- Strong analytical capability, statistical math skills and high level of problem solving, independent thinking and decision making.
- Honest, trustworthy, sound work ethics.
- Close attention to detail, high level of accuracy, excellent time management skills.
- Effective oral and written communication skills.
- Ability to problem solve while offering flexibility.
- Work cohesively as part of a team.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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