Accounts Payable Specialist II (Multiple Positions)

Reviews and disburses non-payroll expenditures to ensure compliance and accurate distribution of university funds.

Reviews and updates vendor records to ensure appropriate taxation, reviewing documentation for completeness, and processing reimbursements for a variety of payment reasons while complying with state and federal regulations.

This position is in-person.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Accounts Payable Processing:

• Responsible for processing Accounts Payable PCard, Accounts Payable and Travel documents, including payment approval, funding, receipt verification, tax withholding, reporting, and receiving confirmation.
• Provide exceptional customer service with internal and external customers inclusive of referencing available training and providing 'on-the-job' training when necessary.
• Under the guidance of supervisor or Accounts Payable Manager, assist with testing existing processes or developing new process improvements to ensure exceptional service to the campus community.

Financial Document Approval and Cross -Training:

• Approval to finalize transactions in the University financial system by ensuring documentation, business purpose and departmental approvals are in place for audit purposes. This includes payments to vendors, employee reimbursements for goods and services.
• Attends internal trainings with other sections of Accounts payable to ensure timely turnaround for payments made within each section of the unit.

Vendor and Department Relations, Spreadsheet Management:

• Works closely with vendors and campus departments regarding payment inquiries and ensures discounts are calculated and applied appropriately.
• Updates various spreadsheets for tracking, reporting and reconciliation.

Accounts payable taxation:

• With the guidance of supervisor and Accounts Payable Manager reviews and applies correct coding of financial transactions for the application of proper institutional sales/use tax and 1099 tax reporting.
• Initiates stop payments and reissue of payments based on original disbursement to include physical check, electronic direct deposit, virtual credit cards, PCard and International and domestic wire transfers. This process includes proper maintenance of the University vendor/financial record.

Policies and Procedures:

• Under the guidance of the supervisor or Accounts Payable Manager assists with identifying issues related to outstanding invoices, credits, and unpaid balances and takes the appropriate actions to resolve.
• Understands institutional policies, federal and state regulations to ensure financial documents comply with policies and procedures and meet audit requirements.

Knowledge, Skills, and Abilities:

• Excellent organization and time management.

• HS diploma and increasingly responsible office/clerical experience, which includes six months in a directly related function, and 3 years of relevant work experience; OR,
• Any equivalent combination of experience, training and/or education

• Working experience in payment policies and procedures.
• Data entry experience and ability to maintain attention to detail and comfortable with repetitive work assignments.
• Experience with Microsoft Office 365 including Word, Excel, and TEAMS.