Job Description: The Accounts Payable - Accounting Assistant reports to Assistant Controller and is responsible for overseeing the payment of all authorized supplier invoices and expense reports for goods and services received by the university. To achieve our mission as a liberal arts college, we continually strive to foster an inclusive campus community, which recognizes the value of all persons regardless of identity. Our department is committed to contributing to an educational environment that is rich with cultural, social, and intellectual diversity. Essential Functions Processes a weekly Accounts Payable settlement run to issue payments to suppliers, students and employees. Prints, sorts and mails checks, as applicable, and confirms that payments files are delivered to the bank without error for ACH payments and integrated payables. Sets up new suppliers from supplier requests submitted through Workday and confirms that necessary documentation is provided for banking and tax classification. Maintains supplier master data including supplier category, tax classification, payment method, payment terms, contact information, etc. Processes supplier invoices from supplier invoice requests submitted through Workday by departments and confirms that invoice documentation is attached, account worktags are appropriate and policy is adhered to. Reviews expense reports for reimbursement requests and credit card transactions that exceed a defined threshold. Confirms that business purpose is evident, receipt documentation is complete and policy is adhered to. Reviews per diem and personal vehicle mileage support and resulting calculations for accuracy. Maintains control of all checks, virtual card and ACH payments issued through the Accounts Payable function. This includes ensuring positive pay reports are delivered to the bank, positive pay exceptions are viewed and granted or denied, maintaining the voided check log, reviewing uncashed checks, processing returned payments and reissuing payments as necessary. Determines whether invoices or expense reports are for goods or services that have taxable consequences. Obtains and maintains tax information needed for federal reporting. Consults with the Lead Accounts Payable Coordinator and Assistant Controller – Tax in making this determination for non-routine transactions. Communicates via Campus Notices when there is a change in the Accounts Payable schedule due to holidays, bank closings and at fiscal year-end regarding items related to closing the year. Answers phone calls from vendors and university departments on issues related to payments. Works with Student Financial Services to settle student refunds. Provides training for new Administrative Assistants on Accounts Payable related issues. Assists the Lead Accounts Payable Coordinator in testing for semi-annual Workday releases to ensure core functionality is preserved and enhancements are validated. Updates and maintains Workday training guides for Accounts Payable functions. Processes hand checks with authorized approval when necessary. Reviews B-Notice from IRS for possible payee name/TIN discrepancy. Processes fiscal year-end making sure expenses are coded to correct year. Additional related duties as assigned. Work Schedule: Monday - Friday, 8:30 am - 4:30 pm Minimum Qualifications: High school diploma required. An understanding of Microsoft Office products is required. A minimum of one year’s work experience in a business environment beyond the degree would be ideal Experience in the field of Accounts Payable processing is preferred Associate’s degree or other post-secondary education, and experience in the use of a centralized accounting system, preferred. Application Instructions: Review of applications will begin immediately and continue until the position is filled. Please upload a resume and cover letter in your application. You will be asked to provide names and contact information for three professional references. Application instructions and information about Washington and Lee University can be located at jobs.wlu.edu . Position Type: Non-Exempt, Full Time, Benefit Eligible Minimum Pay: $18.67 - Pay Commensurate with Experience
Salary: $18.67 an hour
Employment Type: Full-time
Qualifications
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