The Accounts Payable Assistant is a permanent, non-exempt, staff position. The position provides accounting and administrative assistance to Financial Services and it is located at the West Palm Structure.
Process check requests, expense reports, cash advances and handwritten check requests.
On a daily basis, coordinate the receipts and filings of both PO (purchase order) and Non-PO invoices.
• Scan Non-PO Payment invoices and link to vouchers already entered in PeopleSoft
• Scan invoices mailed directly to Accounts Payable that related to a PO and need “Receiving” on PO to PeopleSoft. Follow up with departments to perform “Receive” function in PeopleSoft
• Analyze and resolve PO Match Exceptions by looking up PO information and comparing to invoices received from the supplier.
• Work with Purchasing and departments to resolve matching exception promptly
• Add new suppliers into PeopleSoft for both AP and Purchasing, ensure proper paperwork is in place and current, such as W-9
• Maintain supplier database in PeopleSoft
Perform AP function or reconciliation on a regular basis, including but not limited to:
• Audit and approve Expense Reports that have Cash Advances linked to them
• Void checks and void reissue checks as needed
• Enter wire payments to PeopleSoft
• Add banking information in PeopleSoft as needed
• Assist in the Escheatment and claim process
• Submit credit information to suppliers and perform reconciliations and other tasks as assigned
Back-Up front desk as needed.
Other duties as assigned.
-Demonstrated working experience in PeopleSoft data entry.
-Experience in accounting, including account reconciliations, preparing journal entries and research and resolve discrepancies.
-Excellent interpersonal communication skills with the ability to work with a diverse group of individuals at all organizational levels, both inside and outside the University.
-Excellent communication skills to answer phone and emails with appropriate etiquette.
-Skilled in Microsoft Office, technical skills to learn and use enterprise systems and departmental tools.
-Ability to use standard office equipment.
-Ability to deal with volume, detail, repetitive paperwork, and time constraints
-Ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
- Organization skills with the ability to create and maintain office files.
-Ability to learn and interpret departmental and university policy and procedures.
- Ability to demonstrate tact and diplomacy and maintain confidentiality.
- Demonstrate ability to analyze complex issues and provide feasible solutions.
- Working knowledge of PeopleSoft AP and Purchasing modules.
- Familiar with products and services used in higher education.
Special Instructions to Applicants
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, DMV driving clearance, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.