LAWRENCE UNIVERSITY

Position Description & Qualifications

REPORTS TO: Accounts Payable / Accounts Receivable Manager

LOCATION: 1025 E. South River

PRIMARY OBJECTIVE:

This position is primarily responsible for performing all duties necessary to assist the Financial Services Department in achieving accurate record keeping of all Accounts Payable transactions. This position also supports the Financial Services department with other tasks as assigned and by serving as a backup for other members in the team.

JOB RESPONSIBILITIES:

1. Process vendor invoices, check and ACH requests, wires, student reimbursements, and other disbursements.

• When needed, route vendor invoices to appropriate departments for approval.
• Before entering a payable, audit the invoice or other documentation for the proper amount including discount, if any, removal of sales tax, and proper approval.
• Enter payment details into the ERP system, Banner, to appropriate general ledger accounts ensuring accurate reporting and descriptions.
• Process weekly payments via internal methods (check, ACH or wire) or via outside service provider, Paymerang, to ensure payment deadlines are met.
• Communicate with internal customers and outside vendors regarding invoice inquiries/discrepancies and payment status.

2. Responsible for the maintenance of the vendor databases in Banner and Paymerang including W-9 forms and ensuring new vendors are identified and verified.

3. Prepare annual 1099NEC and 1099MISC forms in a timely manner to facilitate timely reporting to the IRS.

4. Responsible for unclaimed property reporting to the state on an annual basis including quarterly monitoring on checks over 90 days old

5. Monitor Accounts Payable email inbox.

6. Serve as backup for the Emburse Card program.

7. Update procedures, documentation, and checklists on a regular basis.

8. Maintain awareness of business processes. Suggest and implement changes where necessary to maximize efficiency and control.

9. Serve as back up for non-student accounts cashiering.

10. Perform other duties as assigned.

WORKING RELATIONSHIPS:

Work collaboratively with all members of the Financial Services team, staff, faculty and other members of the Lawrence community, including vendors, students, and parents.

PREFERRED SKILLS AND EXPERIENCE:

1. Associate Degree or equivalent work experience required.

2. Minimum of 2-3 years of experience in accounts payable or accounting position required.

3. Cash handling and customer service skills preferred.

4. Working knowledge of computers in an accounting environment, including Microsoft Excel.

5. Demonstrated ability to organize work flow and follow through on projects, assignments and daily responsibilities in accordance with deadlines and priority level.

6. High level of attention to detail.

7. Must be able to problem solve by effectively identifying and resolving problems in a timely manner through information gathering and analysis.

8. Team oriented person who is accurate and has exceptional attention to detail.

9. Demonstrated ability to effectively and professionally communicate verbally and written with internal and external customers.