at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentF&A FIN - Central Accounts Payable Processing
About the Department
Payment Services partners with the campus community to ensure that all University payment functions adhere to University policies, IRS regulations, and generally accepted standards. Payment Services works with our customers to properly onboard suppliers/payees and process all payments in a timely manner to meet customer (supplier, faculty, and staff) needs and expectations in the areas of supplier/payee payments and employee expense reimbursements.
Job Summary
Reporting to the Accounts Payable Supervisor, this role is responsible for performing a variety of accounts payable related activities in accordance with the University policies and generally accepted accounting standards. This position requires excellent customer service and relationship building skills. The ideal candidate will be a proactive worker with the ability to anticipate issues and provide guidance on solving problems.
Responsibilities
- Audits selected accounts payable transactions and employee expense reports for completeness, accuracy, and conformity to University policy and generally accepted accounting standards.
- Processes and accurately validates electronic (imaged) supplier invoices and credit memos in the Oracle ERP System.
- Researches and resolves invoice errors, discrepancies, and validation holds to ensure the timely processing of invoices.
- Monitors AP shared email inboxes on a coordinated schedule.
- Ensures timely payment of supplier invoices through matching of purchase orders, requesting invoices from suppliers and monitoring of all payment authorizations to payment completion.
- Resolves escalated level inquiries from internal and external stakeholders.
- Manages and resolves escalated level inquiries/transactions from internal and external stakeholders regarding accounts payable activities.
- Processes foreign currency, manual checks, wire transaction, and other specialty exception payments.
- Enforces University accounts payable policies and procedures.
- Ensures quality of payment processing and reporting within assigned deadlines to avoid penalties.
- Identifies and resolves invoicing problems and issues.
- Provides consistent, quality customer service to the University community within the predefined payment services standards for communication and customer service.
- Participates in month end and year end close process.
- Continuously seeks opportunities to make improvements of procedures and systems.
- Performs general accounts payable and employee expense related activities and/or projects as directed by the supervisor.
- Responds to suppliers and internal stakeholders regarding all aspects of the accounts payable process, which includes payments to suppliers and reimbursements to individuals.
- Performs a variety of accounts receivable/payable related activities which requires functional knowledge of invoice processing procedures.
- Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Education:
- Bachelor's degree, preferably in accounting or business administration.
Experience:
- Accounts payable or other invoice payment related experience.
- Background in a customer service environment.
Technical Skills or Knowledge:
- Proficient with expense management systems, preferably Concur.
- Working with invoice processing platforms and ERP systems, such as Oracle, Concur, Basware, or OCR Scanning.
- Demonstrated ability to use analytical techniques to reconcile financial data and review and process financial documents.
- Proficient with an imaging system in an AP environment.
- Functional user with an ERP system, preferably Oracle Fusion.
- Proficient in computerized accounting systems, spreadsheet applications and database software.
- Strong personal computer skills, including Microsoft Office Suite and Outlook.
Preferred Competencies
- Openness to change, adapts, and works effectively in a variety of situations, individuals or groups.
- Excellent communication skills both verbal and written.
- Excellent listening skills; empathize and focus on client service.
- Enforce policies and continuously focus on process improvement.
- Prioritize and handle numerous tasks to meet deadlines.
- Excellent organizational skills with emphasis on detail and follow-through.
- Participate as a team player and positively influence group activity.
- Maintain strictest confidentiality when working with sensitive information.
Application Documents
- Resume/CV (required)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Financial Management
Role Impact
Individual Contributor
FLSA Status
Non-Exempt
Pay Frequency
Biweekly
Scheduled Weekly Hours
40
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
