University of Rochester Accounts Payable Staff Accountant in Rochester, New York
Full Time 40 hours Grade 051 Accounts Payable-Finance
8 AM-5 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.
Minimizes abandoned property by contacting holders of outstanding checks and foreign drafts with due diligence letters on a routine and timely basis. Pulls backup as necessary to contact/mail letters to holders of outstanding checks. Investigates uncashed checks with an informed approach; for example patient and insurance refunds versus suppliers (particularly those for which we are currently doing business). Routinely (monthly) focus on the highest dollar uncashed checks to proactively identify issues so that check cashing or resolution will be more timely. Prepares documentation for voids and reissues according to responses. Prepares annual report to NYS and other applicable states on abandoned property.
Extracts and analyzes invoice and employee expense data to identify, investigate and pursue recoveries of duplicate and erroneous payments. Works with third party vendor, when appropriate, on accuracy and collection of duplicate payments and wrong vendor payments, this includes verification that claims are accurate before sent to vendors. Records details and metrics to provide periodic updates, at least twice yearly to all AP staff with regard to problems that have occurred in the past and how they can be prevented. Extract data from American Express and Workday to identify duplicate and erroneous payments, non-compliant and other problematic transactions. Prioritize investigation and follow up activities as appropriate given University policies and risk assessment. Thoroughly research transactions as needed. Track recoveries and corrective actions taken (counseling/training). Resolution always includes timely and professional responses to all phone calls and emails.
Investigates all unreconciled Controlled Disbursement bank statement lines and provides correct information so that manual reconciliation can be completed or provide a resolution path for those bank lines to be resolved in a timely manner. The goal of these activities should be to ensure that there are no unreconciled bank statement lines for month end close. Periodically reconciles Workday outstanding check listing with that of bank and provides appropriate updates to bank.
Investigates rejected ACH transactions and provides information to ACH Supplier Administrator to resolve and follow up on completing payment to the payee. Retrieve copies of cashed checks from bank system.
Monitor and investigate all credits, coordinate moving them to be used and journaling them to appropriate departmental accounts after they have been realized, and actively pursuing credits that remain unrealized for more than one month. Prioritize credits for investigation with consideration for non-OP FAOs, age of credit, inactive suppliers or FAOs, critical suppliers and other factors. Follow-up may be a letter or verbal communication to obtain a refund check if the University is no longer doing business with that vendor.
Document procedures to continuously improve not only this position’s processes, but also those procedures that can be improved to minimize abandoned property, banking and audit related issues. Reconciles monthly, vouchers payable associated with AP transactions and bank reconciliations including preparing appropriate journal entries as appropriate. Provide periodic updates, at least twice yearly to all AP staff with regard to problems that have occurred in the past and how they can be prevented.
Partnership & Team Building
Assists Accounts Payable team members with the successful completion of their tasks, including, but not limited to: Tax Accountant, Travel Accountant, and Junior Accountant activities.
Participates in projects as assigned by AP Manager in support of AP objectives. 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. Assists the AP Manager with documentation and training for other University audiences (customers).Updates AP Procedure Manual as appropriate.
Requires a Bachelors degree and 1 year related work, 4 years experience preferred or an equivalent combination of education and experience. Ability to thrive in a high-volume work environment, superior organization skills, excellent customer service skills and PC experience (Excel and Access database preferred) required
EOE Minorities/Females/Protected Veterans/Disabled
Job Title: Accounts Payable Staff Accountant
Location: Central Administration
Job ID: 209952
Full/Part Time: Full-Time