University of Rochester Accounts Payable Associate II in Rochester, New York
Full Time 40 hours Grade 009 Accounts Payable-Finance
8 AM-4:30 PM
Exercising knowledge of University financial procedures performs non-routine and complex work associated with accounting, bookkeeping and cost-recording transactions. Reports on accounting transactions resulting from general operations and/or research activities of the University. Manages multiple priorities using strong problem-solving abilities. Must follow written procedures and interpret and adjust for variations using independent judgment and self-directed action. Organization as well as understanding and execution of situation-appropriate workload prioritization are required for success in this position.
Customer Service: Extensive interaction with departments and suppliers is frequently required to completely resolve invoicing and payment problems. Resolution always includes timely and professional responses to all phone calls, emails, and faxes. Following up as appropriate until items are processed, removed from supplier statement and providing payment information to departments and suppliers, are necessary for higher levels of customer satisfaction.
Work with suppliers and departments to get any additional information needed to process outstanding invoices and credit memos. Ensure that invoices and credit memos forwarded on are processed in a timely manner. Prepare credit memos as needed so that overpayments, duplicate payments, and other unapplied cash with suppliers can be realized by UR. Utilize Workday, PMM, and OnBase to investigate and thoroughly research transactions as needed.
Processing: In order to best ensure the highest levels of customer service, this person must maintain processing knowledge and skills. Processes invoices for payment in OnBase, PMM and/or Workday as appropriate. Determines and confirms appropriate coding and enters data into systems in a timely and accurate manner. Attention to detail and accuracy of data entered should be confirmed prior to submission. Workflows/work queue must be diligently monitored so that any rejects or problems can be re-worked in a timely manner. Productivity levels of invoices must be maintained in addition to other responsibilities.
Supplier Statements: Review supplier statements for outstanding activity. Proactively work with critical suppliers regarding their statements of open activity on a weekly basis. Provide status updates and discrepancy details as well as work directly with departments and suppliers to resolve discrepancies in a timely manner. Request and prepare for processing invoice and credit memo copies as needed. In addition, other statements that are not targeted should also be reviewed and action taken relative to our payment status with those suppliers.
Review invoices older than one month to ascertain if previously processed and follow up with supplier as appropriate. This includes clarifying payment data with the supplier and helping to resolve misapplied payments.
Organization: Filing of invoices and other documentation that must be referenced later is required on a daily basis. Preparing documents for scanning and/or handling by those next in the process. File clean up, including investigation of invoices in multiple systems and follow up with departments and vendors, is required at least monthly. Sort incoming mail (invoices, etc.) into appropriate groups to expedite payment processing.
Supplier Maintenance: Efficiently utilize contact with suppliers to verify contact information: remit to address, phone, contact name, email address, electronic banking information, etc. Provide updates to appropriate AP staff. Participate in evaluation of suppliers to determine if they are or are not sending invoices directly to AP and what obstacles may exist to transitioning them to sending invoices directly to AP.
Team: Participates in projects as assigned by AP Supervisor in support of AP objectives. Assists in working with Purchasing to enhance relationships and ensure the best billing procedures are in place with University suppliers. Compiles and provides feedback to AP Supervisor and AP Manager for improving processes and updating policies. Assists in creating recommendations and the implementation of objectives, programs, and procedures to enhance services of the department. Responsible for timely reporting to supervisors with regards to weekly productivity, recurrent department or supplier issues, supplier statement status and supplier credit hold situations.
Requires an AAS degree in Accounting plus 3-4 years of related work experience or an equivalent combination of education and experience. Ability to thrive in a high-volume work environment required. Excellent customer service skills required. Superior organization skills and PC experience (Excel preferred) required.
EOE Minorities/Females/Protected Veterans/Disabled
Job Title: Accounts Payable Associate II
Location: Central Administration
Job ID: 208183
Full/Part Time: Full-Time