Position Title:
Accounts Payable Analyst
Position Type:
Regular
Hiring Range:
$22.02-$25.31 per hour, commensurate with experience
Pay Frequency:
Hourly
A.POSITION PURPOSE
The primary function of this position is to provide timely and accurate payments to outside vendors and SCU faculty and staff. Responsibilities include processing payment of Purchase Orders, Payment Requests, expense reports, and processing pay cycles.
B.ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Review and process payment of purchase orders (PO), payment requests, and expense reports
Match PO receipt, price, and quantity against invoices
Ensure disbursements to vendors are processed timely and accurately.
Ensure employee reimbursements are processed timely and accurately.
Ensure appropriate sales tax is charged on invoices or use tax is paid to the State for payment of products
Ensure proper tax withholding in accordance with State and Federal laws for payment of services
Follow accrual and prepaid procedures for products received and services rendered outside current fiscal year
2. Distribution of Non-PO invoices
Identify appropriate end user and send e-mail notification or establish direct contact upon receipt of invoice
Forward invoices to appropriate departments for processing payments
3. Process Interface Files
Receive and upload interface files from SCU Libraries
Match invoices with vouchers and process payments
Ensure appropriate sales tax is charged or use tax is paid to the State
4. Process Pay Cycles
Ensure AP payments are processed in a timely manner using scheduled payment due date either by paper check or by ACH
Ensure positive pay file is properly processed for paper check pay cycles
Notify appropriate accountants to upload check files for check printing
Provide vouchers and supporting documentation to accountants responsible for matching documentation to paper checks and ACH payments
Maintain and update pay cycle registers
Work with the bank and other accounts to resolve any payment inquiries and adjustments
5. Create, update and maintain vendor files
Obtain IRS form W-9 from new vendors
Contact vendors to verify all banking information received is valid and correct
Input relevant new vendor information into the system
Ensure vendors are correctly coded for 1099/1042 tax withholding and reporting
6. Respond to vendors payment inquires and disputes
Research payment status and respond to vendor via email or phone
Expedite payments as needed
7. Work with employees to resolve payment issues
Respond to expense report audit and payment issues
Reach out to employees who owe SCU for personal expenses
8. Maintain Vendor Account Statements
Research outstanding invoices from vendors' monthly statements
Contact vendors to request copies of outstanding invoices and provide payment information for paid invoices
Forward invoices to appropriate departments for payment processing
9. Other Responsibilities
Assist in processing of 1099 and 1042 reporting at year end
Assist in testing of system upgrades
Assist in special projects as needed
Review and Update AP procedures
Create adjusting entries/voucher corrections as needed
Work with purchasing, receiving, vendors, and other departments to resolve payment, invoice, and PO issues
D. QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
1.Knowledge

• Accounts payable system experience with large ERP system such as PeopleSoft, Workday, or Oracle preferred
• Excellent computer skills (Excel, Word, Access, etc.)

2.Skills

• Excellent oral and written communication skills
• Ability to work well independently
• Detail oriented and organized
• Excellent interpersonal skills
• Excellent customer service skills

3.Abilities

• Proven problem-solving and analytical skills, including the ability to identify a problem, develop a solution, and implement that solution in cooperation with others or independently.
• Ability to work on multiple projects simultaneously, set priorities, and meet deadlines as required.
• Strong customer service focus with an emphasis on outreach to departments; ability to listen to and understand the unique needs of each department.
• Possess a high degree of initiative, attention to detail and follow through, as well as ability to adjust to changing requirements and priorities.
• Commitment to understand and willingness to support Santa Clara University's distinctive Jesuit educational vision and institutional values of competence, conscience and compassion in pursuit of its mission and goals.

4.Education

• Bachelor's degree in Accounting or Finance preferred, or equivalent work experience

5.Years of Experience

• At least 2 years of relevant accounts payable experience

F. PHYSICAL DEMANDS
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers, vendors or suppliers.

G. WORK ENVIRONMENT
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.
• Mostly indoor office environment with windows.
• Offices with equipment noise.
• Offices with frequent interruptions.

COVID-19 Statement
The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
EEO Statement
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, oae@scu.edu. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans with Disabilities Act
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.