What are the responsibilities and job description for the Purchasing/ Accounts Payable Coordinator position at Utica University?
Issue Accounts Payable checks, Purchase orders and process invoice payments while maintaining confidentiality on all documents issued. Responsible for overseeing and managing the Purchasing card (One Card) program within Utica University.
Location Utica, NY Application Deadline 02/07/2025 *Full consideration by*: 02/07/2025 Open Until Filled No Major Responsibilities
CONTRACT MANAGEMENT
- Maintains the database of all University Contracts and reviews periodically for renewals and extensions. Reviews all contracts for compliance with Independent Contractor vs. Employee status
PURCHASING CARD (ONE CARD)
- Responsible for the daily operational management, administration, customer support, and organizational effectiveness of the One Card program.
- Be the primary point of contact for the One Card program to the cardholder/authorized user & issuing financial institution
- Provide program customer support, responsible for reviewing applications, opening, monitoring and closing/deactivating of all One Cards, and assist with creating and reconciling expense reports as necessary. Conduct random compliance check of the One Card transactions to ensure cardholder compliance with program procedures and guidelines.
ACCOUNTS PAYABLE
- Review invoices for appropriate documentation and approval prior to payment. Investigate and resolve problems as needed.
- Reconcile vendor statements, research and correct discrepancies. Work with vendors to establish beneficial terms to the University.
- Process Accounts Payable checks. This includes regular student refunds and AP check runs each week, with additional runs as necessary.
- Maintains a good working knowledge of the Ellucian Banner Finance system including general problem solving to assist end users as needed.
- Identify any accounts payable issues, works with vendors and UU departments to determine appropriate action to resolve.
- Enters invoices for payments
- Maintains separate “recurring” payments as appropriate Assist Auditors as needed
PURCHASING
- Reviews requisitions prior to processing Purchase Orders and pays invoices in a timely manner to facilitate the flow of goods and services to the University.
- Work very closely with all departments to ensure the proper paperwork is submitted for timely ordering and payment.
- Handle complex vendor accounts, including analyzing statements, researching orders, working with the University ordering departments and meeting with the vendors as necessary to maintain timely and accurate payments to the vendors.
- Train end users in Purchasing policies and Banner 9 requisition process.
- Assists in office supply purchases on campus, approves orders, maintains database and trains users.
- Manages local store credit cards use and payments.
- Verifies W-9 TIN with IRS to create vendors in Banner.
- Maintains W-9 vendor files.
- Reviews all vendors and payments at calendar year end to assist in issuing 1099-Misc. Assist Manager of Purchasing & Accounts Payable with RFP process.
General Accounting
- Oversee international credit card refunds for students whose visas were denied, ensuring refunds are processed timely and with proper documentation.
- Complete abandoned property vendor checks for the last two fiscal years, making contact via email, phone, or letter as necessary.
- Ensure proper paperwork is submitted for reissues and verify that correct budgets are used for repayment.
- Prepare the Fupload for the University Credit Card each month.
- Ensure all users complete their expense reports with the correct budgets, receipts, and required documentation, and ensure reports are approved by the deadline.
- Ensure the University Credit Card spreadsheet is prepared for upload to Banner by the 10th of each month with accurate documentation and budgets. Oversee accurate and timely calculation of Out-of-Pocket transactions, ensuring reimbursements are made from the correct budget lines.
GENERAL
- Participate and engage in Diversity, Equity, and Inclusion (DEI) initiatives and programs, including but not limited to serving on DEI committees, serving as a diversity advocate or community liaison for a job search, advising a club, facilitating DEI-related training, and engagement in institutional cultural and celebratory events and programming
- Works with supervisor to develop specific goals that support Utica University’s operational plans. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year.
- Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators.
- May perform other related duties as assigned.
- Bachelor’s degree required.
- Experience in business and accounting procedures preferred.
- Ability to make sound decisions using good judgment based on knowledge of purchasing and University procedures
- Strong organizational skills and ability to meet deadlines.
- A strong commitment to diversity and works continually to enhance diversity of our students, faculty, and staff.
- Microsoft Office, Ellucian Banner.
- Must have excellent written, oral communication and interpersonal skills.
- Must be able to work flexible hours if necessary
All positions at Utica University support the University’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the University’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee.
Additional information Visa sponsorship is not available for this position EEO/AA Statement
In line with the University’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee.
Utica University is committed to affirmative action, equal opportunity and the
diversity of its workforce. All qualified applicants will receive
consideration for employment without regard to race, creed, color, sex,
pregnancy, ethnic or national origin, religion, marital status, age, sexual
orientation, gender identity, gender expression, veteran status,
disability, citizenship status, genetic predisposition, domestic violence
victim status, or protected status under applicable local, state, or
federal law.
Commitment to a Diverse and Inclusive Campus Community
diversity of its workforce. All qualified applicants will receive
consideration for employment without regard to race, creed, color, sex,
pregnancy, ethnic or national origin, religion, marital status, age, sexual
orientation, gender identity, gender expression, veteran status,
disability, citizenship status, genetic predisposition, domestic violence
victim status, or protected status under applicable local, state, or
federal law.
Our community of students, faculty and staff reflect a diversity of experiences, opinions, and cultural backgrounds shaped by biology, society, history, and choice. Our community includes members who are diverse by virtue of their race, ethnicity, gender, sexual orientation, ability, religious and/or spiritual affiliations, and socio-economic status, as well as the number of other ways in which who we are influences how we see the world. Furthermore, we value and celebrate diversity, and this results in a commitment to multiculturalism. We believe that within the community of human persons, all cultures, perspectives, and beliefs about faith, ideals, taste and lifestyles are of equal value. Our diversity deepens our commitment to nurture a multicultural environment in which we engage with others and blend perspectives, to learn about diverse cultures, to explore who we are and where we come from and to accept one another without prejudice. The Utica University Mission and Values Statement includes a commitment to fostering diversity in perspective, background, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.
Commitment to Supporting and Hiring Veterans
Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII, this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.
