What are the responsibilities and job description for the Accounts Payable Specialist position at Carlow University?
Carlow University is currently accepting applications for our Accounts Payable Specialist position. The Accounts Payable Specialist will process invoices and other payment requests, perform check runs, calculate accruals, and ensure vendors are paid accurately and efficiently, while maintaining 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.
JOB DUTIES :
- Accounts Payable Processing - percentage of time = 50%
- 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 departments for entry into E-Procurement system including tracking and follow-up on invoice processing
- Process expense reimbursements in E-Procurement system ensuring accuracy of GL coding, supporting documentation and approvals
- Oversee corporate credit card program - open and close cards, monitor card limits, post journal entries, analyze activity ensuring accuracy of GL coding, supporting documentation and approvals. Provide reporting to Cabinet for card holders not in compliance with policy.
- Accounts Payable Record Maintenance and Reconciliation - percentage of time = 25%
- 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
- Prepare month-end AP Aging report and reconcile to general ledger monthly investigating and resolving any variance
- 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
- Regulatory Reporting and Compliance - percentage of time = 10%
- Complete and maintain University W-9 form, tax exempt certificate and credit applications, ensuring that the proper documentation is on-file with vendors
- Prepare annual 1099 forms in partnership with external audit and tax partner, including timely filing with the IRS
- 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
- Finance Department Support - percentage of time = 15%
- Assist with month and year-end closing
- 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
- Assist with the development of and updating of fiscal policies
MINIMUM EDUCATION LEVEL REQUIRED :
SKILLS REQUIRED :
MINIMUM RELATED EXPERIENCE REQUIRED :
Carlow University is Devoted to....
Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlow's commitment to equity, inclusion, and community; and be able to articulate how they will contribute to Carlow University's Catholic, Mercy mission and values through their teaching, scholarship, and service.
Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its diverse community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.
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 to comply with legal and professional obligations.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job related tasks other than those specifically presented in this description. Duties, responsibilities, and activities may change at any time with or without notice.
