Accounts Payable Coordinator

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 106 H

Compensation Range:

$21.78 - $30.53

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 position must maintain processing knowledge and skills.  Processes invoices for payment in OnBase, ASC and/or Workday as appropriate.  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 thoroughly 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.  Utilize Workday, ASC, and OnBase to investigate and thoroughly research transactions as needed.  Work collaboratively with Purchasing and departments to resolve invoice discrepancies and payment delays. 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.  It is necessary not only to facilitate corrective actions, but also, to follow up on those actions to ensure the issue is fully resolved.

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 suppliers and departments as appropriate.  Investigate invoice status in multiple systems to ensure there were no technical issues.  Clarify payment data with the supplier and help resolve misapplied payments. 
• Efficiently utilize contact with suppliers to verify contact information: remit to address, phone, contact name, email address, electronic banking information, etc.  Provide updates to appropriate AP staff.  Participate in evaluation of suppliers to determine if they are or are not sending invoices directly to AP and what obstacles may exist to transitioning them to sending invoices directly to AP.

Subject Matter Expert: 

• Actively participate in department/team staff meetings and training sessions.  Serve as a resource for other staff that may have questions.  Provide training on one or more areas of expertise to new staff and re-train or cross-train existing staff.  Assist in problem identification and resolution by serving as an expert for answering questions and solving problems for complex and/or unusual situations. 
• Compiles and provides feedback to AP Manager for improving processes and updating policies.  Create and update procedures and training guides in a timely manner so that new staff can be trained on the most up to date procedures and have the most current information available as a training resource.  Assists in creating recommendations and the implementation of objectives, programs, and procedures to enhance services of the department.  Exercise tact and good judgment in the absence of the Manager.

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. 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 required (Accounting preferred)
• 4 years of relevant experience (or equivalent) required.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to thrive in a high-volume work environment required
• Excellent customer service skills required
• Superior organization skills, PC experience and Excel skills required
• Proficiency with Microsoft Excel required

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.