Accounts Payable Specialist Job at Montclair State University
IMPORTANT APPLICATION INSTRUCTIONS:
- Upload Resume or Curriculum Vitae for automatic population of information to the application.
- The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
- Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.
- In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.
Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.
Job Description
SUMMARY:
Reporting to the Accounts Payable Supervisor, the Accounts Payable Specialist is responsible for the non-payroll disbursement function of the University, providing services to the campus community, external suppliers/vendors, and regulators who govern and audit payable operations. Services include but are not limited to processing vendor checks, electronic payments, and processing IRS Forms 1099 and 1042s. Data entered into the financial system has a significant impact on a department’s accounting and budgetary balances. Compliance issues surrounding disbursements can be complex requiring the Accounts Payable Specialist to establish and maintain a close working relationship with Procurement Services.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
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Completes payments and controls expenses by receiving, processing, verifying, and reconciling invoices.
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Reconciles processed work by verifying entries and comparing system reports to balances.
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Charges expenses to accounts and cost centers by analyzing invoice/expense reports; recording entries.
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Pays vendors by monitoring discount opportunities; verifying federal ID numbers; scheduling and preparing checks; resolving purchase order, contract, invoice, or payment discrepancies and documentation; ensuring credit is received for outstanding memos; issuing stop-payments or purchase order amendments.
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Pays employees by receiving and verifying expense reports and requests for advances; prepares checks.
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Processes credit memos and voids against the proper supplier account.
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Processes vouchers/invoices which includes auditing, reviewing, and checking calculations of source documents for completeness and approval authority.
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Reviews invoices for sales tax that needs to be deducted and for freight to be added.
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Requests pay cycles when needed as backup.
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Verifies vendor accounts by reconciling monthly statements and related transactions.
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Maintains historical records by scanning and filing documents.
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Disburses petty cash by recording entry; verifying documentation.
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Analyzes assigned month end and 1099 queries to find process errors to be corrected.
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Maintains the draft invoice file.
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Works with vendors and departments to resolve payment issues.
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Verifies spend category is appropriate for expenses.
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Reviews missing invoice queries/reports and contacts the appropriate department and vendor.
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Protects organization’s value by keeping information confidential.
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Updates job knowledge by participating in educational opportunities.
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Provides backup to other Accounts Payable staff within the department as needed.
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Performs other duties as assigned.
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Management retains the right to add or change job duties at any time.
QUALIFICATIONS:
REQUIRED:
REQUIRED:
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Graduation from an accredited college with a Bachelor’s degree. Applicants who do not possess the required education may substitute experience on a year for year basis. Applicants who possess an Associate’s degree may substitute two (2) years of position-related experience for the remaining two (2) years of education.
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Excellent communications skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
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Ability to work independently and make sound decisions and recommendations regarding accounting activities.
PREFERRED:
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Minimum of three years of experience processing accounts payable.
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Experience processing accounts payable using Workday.
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Experience writing or running queries, and manipulating results.
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Experience using Microsoft Excel to prepare spreadsheets, including creating formulas, sorting data, preparing reports.
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Experience using imaging software to capture and review data.
PROCEDURE FOR CANDIDACY
Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.
NOTE: This is a civil service position. After successfully serving a 4-Month Working Test Period as required by the State of New Jersey, you will then be certified to your position, meaning you will attain a permanent status in this title.
SALARY RANGE: P16: $46,431.86 - $65,324.75 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commission's formula. Salaries for external candidates are determined up to no more than $52,729.49.
Department
Accounts Payable
Position Type
Support
Contact Information:
For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email
talent
@montclair.edu
.
EEO/AA Statement
Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.
Additional information can be found on the website at
www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/
Title IX and 34 C.F.R. 106 Policy
Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:
https://www.montclair.edu/human-resources/job-seekers/
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