Accounts Payable Coordinator III

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

910 Genesee St, Rochester, New York, United States of America, 14611

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100043 Accounts Payable-Finance

Work Shift:

UR - Day (United States of America)

Range:

UR URG 105 H

Compensation Range:

$20.34 - $28.51

Responsibilities:

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.

ESSENTIAL FUNCTIONS

• 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, ASC and/or Workday as appropriate or creates/maintains supplier records.  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.
• 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, ASC, and OnBase to investigate and thoroughly research transactions as needed.
• 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. 
• Outstanding Credits and Audit Activities: Assist in timely resolution by investigating and actively following up on designated supplier outstanding credits, duplicate or erroneous payments.  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. 
• Organization: Filing of invoices and other documentation that must be referenced later is required daily.  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. 
• Team: Participates in projects as assigned by AP Manager in support of AP objectives. Assists teammates by providing coverage on tasks for absences or heavy volumes in other areas.  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 Manager and AP Director for improving processes and updating policies.  Responsible for timely reporting to supervisors with regards to weekly productivity, recurrent department or supplier issues, supplier statement status and supplier credit hold situations.

 

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree (Accounting preferred) and 2 years of related work experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to thrive in a high-volume work environment required
• Excellent customer service skills required
• Superior organization skills required
• Knowledge of Microsoft Excel preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.