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Accounts Payable Specialist, Carlow University, Pittsburgh
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May 23, 2023Accounts Payable Specialist
The Accounts Payable Specialist will process invoices and other payment requests, perform check runs or accruals, and ensure vendors are paid accurately and efficiently while ensuring compliance with university policy, sponsored projects, uniform guidance, FERPA and other federal and state regulations. This role responds to vendor and internal inquiries, identifies and resolves discrepancies with invoices, other payment requests, payments and ensures University payments are processed in a timely and accurate manner. This position is Hybrid, reporting to campus weekly.
Primary Responsibilities:- Enter and process purchase orders and check requests, including verification that the appropriate approval levels have been obtained
- Timely and accurate payment of invoices
- Distribute invoices to appropriate department for entry into E-Procurement system including tracking and follow-up on invoice processing
- Respond to inquiries from internal and external partners to achieve issue resolution
- Maintain vendor master files including verification and accuracy of supplier data including current names, addresses, and terms
- Perform account analysis and statement reconciliations and resolve discrepancies with suppliers
- Review processes in collaboration with Procurement ensuring continuous improvement, effectiveness, efficiency and execution of best practices
- Ensure payables records including Form W-9, invoices and approvals are retained in a paperless environment in accordance with record retention policy
- Review, follow-up and resolve un-cashed checks including annual filing with the state for any unclaimed property in accordance with Escheat and Title IV regulations
- Complete and maintain University W-9 form, tax exempt certificate and credit applications, ensuring that the proper documentation is on-file with vendors
- Support the implementation of KPI’s, and other metrics to measure financial and operational performance
- Support the annual year-end audit process with external auditors
- Prepare annual 1099 forms, including timely filing with the IRS
- Assist with the development of and updating of fiscal policies
- Assist with journal entries, financial reporting, month and year-end closing
- Demonstrate and reflect an understanding of, and commitment to, the mission and core values of Carlow University and the Sisters of Mercy
Requirements:- Preferred an Associate degree in Accounting, Finance or relevant field or equivalent experience. One to three years of related experience is preferred.
- Proficient with Microsoft Office Suite and ERP systems
- High attention to detail, accuracy and ability to work in a high volume environment
- Able to multitask and adhere to weekly, monthly and annual deadlines
- Problem solver utilizing judgement to escalate and engage as necessary
- Ability to effectively manage tasks and communication working a Hybrid schedule
- Excellent written and verbal communication skills and customer service
- Effective in a dynamic and collaborative environment in a positive and proactive manner
Why Carlow University?- Culture of integrity, dignity and respect for all
- Strong commitment to social justice
- Ethical forward-thinking leadership
- Comprehensive medical, dental, vision, life & disability benefits package
- Tuition benefits for undergraduate and graduate programs
- Health Savings Account and Flexible Spending Account options
- Wellness and Employee Assistance Program
- Complimentary use of Carlow’s fitness center and amenities
Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and comply with legal and professional obligations.
Carlow University is an Equal Opportunity/Affirmative Action Employer. We strive for a campus that reflects our urban setting and is inclusive of underrepresented groups to enhance our university community.
Apply for the position on the Carlow web page:
https://www.carlow.edu/about/employment/