Specializes in managing the university vendor master file and preparing tax reports and other information reports and reconciliations. Completes non-routine and/or complex assignments and acts as a lead worker for other departmental staff. Reports to designated supervisor.

Additional Basic Function – if applicable:

Examples of Duties:

Duties/essential functions may include, but not be limited to, the following:

Manages the university’s vendor master file, including new vendor creation and periodic purging and deactivation of stale vendors from the database.

Verifies vendor tax information gathered from W-9, W-8 and other tax documents via the IRS verification service and advises accounts payable staff on taxability of payments.

Prepares and submits state-mandated new hire reporting for independent contractors; 1099-MISC and 1099-K for vendors and the IRS; investigates and corrects 1099 exceptions as reported via IRS B-notices; compiles gift reporting data and determines when tax reporting is required.

Makes recommendations to improve procedures/processes.

Acts as a lead worker to other staff members processing accounts payable transactions.

Creates electronic files for department use to increase efficiency. Performs data entry, review and retrieval and maintains electronic and paper filing systems.

Prepares and distributes correspondence, forms, and notices to appropriate persons and/or business segments.

Responds to inquiries related to vendor payments and provides explanation of university policies and procedures to internal and external customers. Initiates contacting staff and suppliers to research and resolve discrepancies.

Assists supervisor with university audit requirements and/or compliance with regulations.

May prepare reconciliation reports associated with daily accounts payable operations and/or existing programs and applications.

May train and direct student or temporary employees; may participate in training new employees.

Performs related duties as required.

Additional Examples of Duties – if applicable:

Minimum Qualifications:

High school diploma or equivalent to include course work in bookkeeping/accounting. A minimum of four years of progressively responsible experience as an accounts payable clerk or comparable position in accounts payables/accounting/bookkeeping.

License/Certification:

Knowledge Of:

Accounting/bookkeeping principles including accounts payables
Office practices, procedures and office equipment
Tax status as it relates to vendor payments and IRS information reporting

Skill In:

Accurately performing data entry
Providing customer service
Spreadsheet, database and word processing software, preferably Excel, Access and Word in networked environment
Typing (i.e. 35 WPM) if required by the position

Ability To:

Display problem-solving skills that include presenting alternate solutions on a routine basis and demonstrate task ownership by seeing projects through to completion
Assess situations, analyze problems and effectively communicate with internal and external customers to resolve issues with minimal direction or assistance from supervisor
Prioritize and complete work tasks independently, delegate as appropriate to meet deadlines
Analyze several pieces of information and draw valid conclusions
Perform basic and intermediate mathematical computations (e.g. add, subtract, multiply, and divide whole numbers, fractions and decimals, calculate percentages and compute interest charges)
Provide customer service to internal and external customers and to diffuse related issues that have escalated
Use administrative computing systems (e.g. Banner or other enterprise level software) for data entry, review and retrieval
Train and direct the work of others
Be discreet and maintain confidential information

Preferred Qualifications – if applicable:

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which require assessments

Working Conditions / Physical Requirements:

Normal office environment; may work varied hours to include evenings and weekends during peak periods.

Working Schedule:

Monday - Friday, 8:00 a.m. - 5:00 p.m.; however, hours may vary to meet departmental needs.

Additional Information:

Must pass a security check.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.