Accounts Payable Specialist - Roger Williams University - Military veterans preferred

Roger Williams University

Location: Bristol, RI Category: Professional and Clerical Posted On: Tue Apr 8 2025 Job Description:

Reporting to the Controller, the Accounts Payable Specialist is responsible for accounts payable processing and functions in accordance with established accounting principals. The Specialist communicates directly with independent contractors, faculty, staff and vendors to resolve open questions or obtain additional information needed to ensure proper payment and recording of payables.

Essential Functions/Characteristics

• Reviews invoices to ensure approvals, discounts and other identifiable information is complete and complies with University policies before processing payments. Ensures posting to the correct period according to generally accepted accounting principles, that documentation is complete and appropriate for the expense being paid, and that the general ledger account reflects the true nature of the expense.
• Prepares and processes accounts payable and 1099 invoices by way of entry into the University's Enterprise Resource Planning (ERP) system.
• Processes checks from the ERP system, including regular accounts payable checks, electronic vendor payments, student refunds and wire payments.
• Conducts a sequence of steps in the ERP system to create the check-run and verify that the transmission file totals agree with the check register.
• Reviews the check transmission file to assure accuracy in name, address, check amount and other pertinent information.
• Records prepaid expenses and accounts payable entries for fiscal year closing and reverse prepaid expenses at the opening of the new fiscal year.
• Reconcile the 1099 vendor accounts regularly and ensure information is appropriately recorded for year end processing..
• Tracks and reconciles travel advances submitted to the department. Ensures all invoices are accurate and appropriately records any reclassified entries needed to reconcile.
• Promptly responds to inquiries submitted to the Accounts Payable email inbox and provides accurate, courteous responses.
• Maintains the Etrieve (electronic invoice repository) inbox and regularly reviews returned forms requiring additional information by checking the reconciliation file.
• Prepares and mails 1099 tax forms in accordance with IRS rules, regulations and timetables, including reporting earnings to the IRS.
• Regularly monitors bank reports for checks which have not cleared and follow up with the vendor, reissue checks and process the escheated checks as needed.
• Works cooperatively with university auditors as requested.
• Exhibits versatility and flexibility to meet and/or exceed the expectations of evolving priorities and needs.
• Ability to function independently, pay close attention to detail, and prioritize multiple projects.
• Ability to communicate with all levels of faculty, staff and vendors in a professional manner.
• Exhibits positive, engaging, respectful and professional behavior with fellow team members and external contacts.
• Ability to demonstrate a positive attitude and accept constructive criticism as a measure of modeling improved performance and outcomes.

Additional Functions

• Serve as back-up for department staff as needed.
• Input monthly journal entries accounting transactions into University's ERP system for the Finance Department.
• Attend scheduled office meetings as required.

This is a full-time (40 hours) PSSA Level 3 Clerical Union position.

Associates degree in a related discipline. A minimum of three years recent accounts payable experience. Strong understanding of accounting principles. Must possess a high degree of accuracy and attention to detail. Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of University's choice. Currently by way of example: Microsoft Office Suite, particularly Excel, and the University's Enterprise Resource Planning (ERP) system. Ability to manage multiple tasks efficiently and in accordance with established department policies and procedures.

Preferred Qualification

• A Bachelor's Degree in a related field.
• Experience with Etrieve.

At the University's discretion, the education and experience prerequisites may be accepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position

Roger Williams University is an affirmative action/equal opportunity employer and com-mitted to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

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