Title: Staff Accountant, Accounts Payable & Tax
Division: Finance and Administration
Department: Business Office
FLSA Status: Exempt
Salary Range: $50,000 annually
EEO Job Group: 2 E2
Position Summary
Perform various accounting functions to process, record, review, reconcile, and analyze payments to vendors for goods and services. Conduct tax research and perform required tax accounting activities in a timely manner and in compliance with all applicable regulations.
Duties/Responsibilities
Review and approve vendor invoices and non-invoice payments. Evaluate transactions to ensure validity of vendor claims on University assets while complying with all applicable legal and institutional requirements. Identify, investigate and work with Procurement, University departments, and vendors to resolve problems related to vendor payments and ensure timely payment of invoices.
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Review and approve travel reimbursement requests and travel card transactions according to established standards. Assist travelers with questions about the travel expense reconciliation process, eligibility of expenses, and documentation requirements.
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Reconcile and record procurement and travel card transactions. Review procurement card exception reports. Confirm transactions comply with established standards. Verify accuracy and completeness of information. Consult with cardholders and financial managers to resolve discrepancies.
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Ensure proper identification, coding, and withholding for payments subject to federal or state income taxes associated with invoices, direct pays and payment notifications. Analyze payment documents including invoices, direct pays, and payment notifications to confirm that recipients of 1099, 1042, or W-2 reportable benefits have been identified and provided to manager of accounts payable and tax accounting to satisfy University tax filing and payment obligations.
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Anticipate and identify problems, issues, obstacles and opportunities occurring with vendors and University departments; develop and implement effective and timely resolutions. Maintain positive working relationship with constituencies.
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Identify recipients of prizes, awards or gifts reportable on Form 1099, 1042 or W-2 and provide to manager of accounts payable and tax accounting to satisfy University tax filing obligations.
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Administer procurement card software. Communicate important information to cardholders, proxies and financial managers related to monthly statements, allocation due dates and program announcements. Provide timely responses to questions from cardholders, proxies or financial managers about transactions.
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Reconcile vendor statements to accounting information system. Contact vendors to request missing invoices or resolve discrepancies when necessary.
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Monitor outstanding cash advances and reconcile monthly. Evaluate receipts for conformance with reimbursement standards. Prepare journal entries to record expenses and settle advances when necessary.
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Reconcile assigned tax liability accounts monthly. Identify and resolve variances. Prepare various tax filings (such as Form 990-T, 1042, ST-103, RP-11, and county innkeeper’s tax) and associated payments to the appropriate federal, state, or local taxing authorities as required. Submit to manager of accounts payable and tax accounting for review and approval.
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Analyze accounting reports to identify business activities of the University which may create tax obligations. Collaborate with accounting contacts, departments and financial managers to promote compliance with applicable tax regulations.
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Identify vendors that can be paid by ACH and promote enrollment in program.
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Analyze payment documents including invoices, direct pays, and payment notifications to identify expenses which meet criteria for accrual or deferral across fiscal years. Ensure expenses are recorded in proper fiscal period. Prepare associated journal entries when necessary.
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Assist Manager of Accounts Payable and Tax Accounting with issuance of Form 1099-MISC, 1099-NEC, 1099-K and to all qualified vendors and prepare information for transmission to Internal Revenue Service annually.
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Research issues related to tax reporting, withholding, and filing obligations. Work with appropriate Business Office units and University departments to promote compliance with applicable regulations.
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Prepare and post journal entries to record vendor rebates received in the form of gift cards and gift certificates. Track use of rebates and prepare entries to recognize expense when redeemed.
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Submit journal entries as needed to record or adjust tax liability balances and correct accounting distribution of previously approved invoices.
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Scan and/or import accounts payable documents and index in Banner Document Management system. Ensure compliance with standards for document presentation and image quality. Redact confidential and sensitive information on electronic documents.
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Maintain current knowledge of tax regulations, Generally Accepted Accounting Principles, and University accounting procedures.
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- Other duties as assigned.
Required Knowledge and Skills
Bachelor's degree in accounting. A combination of education and experience may be considered.
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Strong technical accounting skills. Proficiency in financial reporting and analysis, including an aptitude for accounting information systems.
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Strong oral and written communication skills with a demonstrated ability to effectively convey financial information to diverse audiences in various academic and administrative units.
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- Working knowledge of word processing, spreadsheet, and electronic mail programs. Attention to detail and strong problem-solving skills.
Ability to efficiently analyze and process transactions, apply and interpret policy and make independent judgments.
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Effective relationship skills for interacting and problem solving with a diverse group of University and external parties.
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Excellent organization skills in addition to the ability to coordinate multiple tasks, determine priorities, set deadlines, and complete projects.
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- Ability to work independently with minimal supervision while also functioning as a team.
Functional Requirements
Remaining in a stationary position at a desk or workstation for extended periods of time for the majority of assigned duties.
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Ability to use computers and computer systems (hardware and software) to set up functions, to enter data, to retrieve and process information, and create documents.
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Ability to retrieve information from written documents and from computer-generated reports.
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Physical access to other departments and meeting rooms as required for meetings with financial managers and business officers.
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- Effective problem solving and the presentation of a professional demeanor while meeting deadlines and achieving critical outcomes, even under demanding conditions such as multiple priorities and short-notice deadlines.
Regular Work Hours/Travel Requirements
Standard office hours are Monday through Friday, 8:00 a.m. – 4:30 p.m.
Irregular work hours required to complete administrative duties.
Occasional travel may be required.
About USI
The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:
- Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
- Retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
- Full tuition fee waiver for employees/75% for spouses and dependent children.
- Vacation and sick time
- Holiday pay
- Free access to Recreation, Fitness & Wellness Center.
- Access to on-campus University Health Center and Dental Hygiene Clinic.
For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.
Application Process
Application materials should include:
Cover letter
Unofficial transcripts
Search Committee Chair:
If you have questions about the open position, please contact Mpho Mashabe, search committee chair, at [email protected].
Best Consideration Date:
For best consideration, please submit materials by July 20, 2026.
Pre-Employment Screening
A background check will be required for employment in this position.
Authorization to Work in the United States
USI typically will not sponsor an employment-related visa for this position.
Interview Accommodations
Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at [email protected] or (812) 461-5363. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [email protected] or (812) 464-1815.
EEO Statement
USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities
