Accounts Payable Coordinator- AZ- Business Services

Summary

The Accounts Payable Coordinator handles all Accounts Payable (A/P) vouchering and disbursement of A/P checks, including matching packing slips to invoices. The individual will be responsible for processing all University related invoices. This position will also research and reconciliate unresolved accounts payable issues with the vendor and or end user. The Accounts Payable Coordinator position reports directly to the Accounts Payable Manager.

Essential Duties and Responsibilities

• Key invoices into CARS A/P module for payment. Reviewing and verifying payment status as Wells Fargo Check, Manual Check, Direct Deposit, or Pcard.
• Match and verify invoices to packing slips and purchase orders (PO), prior to payment through the Requisition for Purchase portal. If needed follow-up with end users on packing slips and follow up with the vendor for any invoices needed.
• Send emails to faculty/staff for authorization to pay invoices that are referencing Blanket Purchase Orders.
• Prepare checks for mail/pickup (placing in envelopes), including remit data on the payment stubs and other information if needed.
• Review vendor statements and research any outstanding invoices.
• Research any returned checks from the Post Office that are marked as undeliverable.
• Follow up on past due invoices / payment questions from either the vendor or end user.
• Opening mail and sorting for the entire department.
• Validating the check run prior to releasing payment. Vendor name, invoice number, invoice date and amount will be cross referenced against invoice.
• Validating vendor address prior to processing invoices.
• Process invoices from the online PO repository system
• Process invoices referecning Blanket Purchase orders.
• Review online Check Request queue and process for payment.
• Other duties as assigned.

 Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience                                                   

A high school degree or a GED is required for this position. Must have a minimum of 2 years of experience in an accounts payable processing role. Experience working in a university/college accounts payable setting is preferred.  Experience reporting on annual Form 1099 process, a solid understanding of Form W-9 requirements for payment processing and experience working with payables module of Jenzibar CX/CARS are all desired.   

Computer Skills                                               

Computer proficiency in MS Office (Word, Excel, Access, Outlook). Also required is being Proficient in at least one type of A/P payment software. Being proficient in AP Module of Jenzibar CX/CARS is desired.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms.  The employee is regularly required to sit, talk and hear.  The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech-language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the healthcare team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability, and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care accounts. We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days. We offer a 403(b)-retirement plan, tuition reimbursement, childcare subsidy reimbursement program, identity theft protection, and an employee assistance program. Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.