What are the responsibilities and job description for the Accounts Payable Specialist position at State University of New York, Cortland?
The Accounts Payable Specialist acts as the liaison between the Purchasing and Accounts Payable Office, the campus departments, SUNY contacts, Office of State Comptroller, and vendors facilitating an efficient payment process. This position will review policies and ensure payments are complete, expenses are controlled, and are following the governing regulations.
Major Responsibilities
Vendor Payment Administration:
- Plan, prepare, and facilitate payments in compliance with campus, SUNY and New York State Accounts Payable policies.
- Analyze and respond to complex problems arising from vendors or campus departments related to accounts payable services utilizing substantial knowledge of campus, SUNY, and NYS accounts payable policies.
- Coordinate with vendors and campus departments for open encumbrances with outstanding invoices that are flagged as received in Red Dragon Depot to resolve discrepancies as needed.
- Create reports in e-procurement system to manage communication on missing invoices in a timely fashion.
- Research and resolve SUNY finance system processing errors ensuring departmental budget balances are adequate for purchase order payments and use professional judgement to seek an override with Assistant Vice President for Finance if determine it is warranted.
- Coordinate with Associate Director of Purchasing and Accounts Payable and Purchasing Assistants on contract payments to resolve discrepancies as needed.
- Communicate with vendors regarding payment information as necessary.
- Transmit pre-encumbered voucher payments via the SUNY Finance & Management System for contracts and purchase orders.
- Code and process No Order Required (NOR) requisitions with proper sub-object and UNSPSC codes to prepare them for payment in instances where vendor does not accept purchase cards and there is an invoice with proof of receipt up to $2,500.
Payment Documentation, Audits and Reconciliations:
- Audit vendor payments to ensure state mandated three-way match: verify vendor invoices, campus purchase orders (PO) and receiving documents match.
- Retrieve and prioritize accounts payable documents including but not limited to PO invoices, contract payment requests, NORs and non-employee reimbursements from multiple sources such as SharePoint, Outlook and physical mailings.
- Audit and process critic teacher stipends.
- Act as the official contact to receive, research, respond, and provide necessary documentation and justification required for the Office of State Comptroller regarding voucher payment audits.
- Compile, organize and enter payment data within the record retention database (OnBase) after payments are complete. Audit electronic files for accuracy.
- Review and process Refund of Appropriation (ROA) documents pertaining to vouchers tied to PO or NOR vendor payments for submission to SUNY System Administration.
- Work directly with New York State Treasury regarding accounts payable issues pertaining to stop payments, lost checks, and check replacements.
Accounts Payable Policy and Procedural Management:
- Create and maintain procedure manuals for all aspects of the accounts payable process.
- Track and maintain information for 1099 reportable tax data for annual submission to SUNY System Administration.
Vendor Maintenance System:
- Responsible for the creation of new vendor accounts within the NYS Financial System.
- Assist vendors by providing guidance on the processes for the maintenance of their vendor account.
- Compile data regarding vendor accounts and audit vendor statements received for accuracy.
Other Administrative Responsibilities:
- Participate in cross-training and enrichment training activities.
- Act as backup for other positions in the office during vacations and absences.
- Assist with training student workers within the office.
- Work with SUNY System Administration to troubleshoot SUNY WEB financial system issues.
- Serve on campus-wide committees as needed and appropriate for position.
Knowledge, Skills and Abilities (KSA’s) (These are not minimum qualifications, but KSA’s needed to successfully perform the responsibilities of the position. E.g. attention to detail)
- Experience prioritizing multiple tasks, duties, and/or projects with critical deadlines and following through to completion.
- Experience working independently and as part of a team
- Experience with written and oral communication skills
- Experience acting in a role that requires attention to detail
- Experience with roles that require organization and time management skills
Functional and Supervisory Relationships
Direct report to the Associate Director of Purchasing & Accounts Payable
Required Qualifications
- Associate or Bachelor’s degree with at least 3 years business-related experience
- Experience and evidence of effective utilization of Microsoft Office (i.e., Word, Outlook, Excel)
Preferred Qualifications
- Associate or Bachelor’s degree in a business-related field
- At least two years of experience in an accounts payable-related field
- Experience working in higher education
EEO Statement
The State University of New York Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.
Job Close Date
