Position Summary
The Accounts Payable Specialist is responsible for performing full-cycle accounts payable functions, including issuing purchase orders, invoice processing, payment execution, and vendor reconciliation, while ensuring compliance with company policies and accounting standards. This role reports to an associate controller and plays a key part in maintaining strong vendor relationships and keeping accounting processes running smoothly.
This person will also collaborate with other departments to ensure all functions are performed in compliance with institutional, federal and state policies. Maintains quality in the activities of the Business Office as well as uphold the mission and values established by Kalamazoo College. Strives for superior customer service and performance by consistently providing a product or service to leadership, faculty, and staff that is recognized as ultimately contributing to the student experience.
Responsibilities
Accounts Payable
- Process vendor invoices and expense reports accurately and efficiently using the Emburse system. Reviews invoices and supporting documentation to ensure compliance with IRS requirements and accounting standards.
- Process weekly check runs. Issue payments via physical check or EFT.
- Respond to vendor inquiries and resolve payment discrepancies.
- Prepares and process 1099 forms in compliance with regulatory requirements.
- Assists with month and year end closing tasks.
- Maintains College vendor records. Establish and maintain good vendor relationships.
Purchasing
- Prepare and distribute purchase orders
- Administer P-card program including ordering new and replacement cards and assisting card holders with fraud charges, credit limit increases and other issues. Provide training new cardholders on Kalamazoo College’s p-card policies.
Additional Responsibilities
- Assists with journal entries and monthly reconciliations as needed.
- Collaborate effectively with cross-functional teams to achieve shared goals and deliver high-quality results. Assist Business Office team members with projects and workflow processes as assigned.
- Provide assistance to walk-in customers.
- Assist with external audit schedules and data requests.
- Maintains the highest level of confidentiality with all information obtained.
- Maintains quality in all tasks assigned.
- Completes all tasks accurately within specified deadlines.
- Assist with process improvement, internal control, and risk mitigation for the College
- Demonstrates knowledge of and supports K College mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality statements, customer service standards, and the code of ethical behavior.
- Other duties as assigned
Qualifications
The successful candidate will have an associate’s degree in business/accounting or related field and will also demonstrate many of the following skills, abilities, and characteristics:
- Two years of experience in accounts payable, financial services, or general accounting is required.
- Experience with ERP systems and automated AP workflows preferred.
- Familiarity with 1099 processing preferred.
- Understanding and knowledge of generally accepted accounting principles, AP best practices, effective communication techniques both written and verbal, stress management and skills for dealing with complex issues.
- Knowledgeable and strong in oral and written communication.
- Demonstrated ability to identify and provide solutions to problems in an effective and timely manner.
- Ability to articulate and demonstrate commitment to the philosophy, values, mission and vision of the organization.
- Proficiency using modern office, computer and telephone equipment
- Advanced proficiency with excel.
- Ability to access, create, send and retrieve data from all systems.
- Ability to adapt and maintain focus in fast paced office environment.
- Ability to read and interpret a variety of documents including, but not limited to policies, operating instructions, white papers, regulations, rules and laws.
- Ability to effectively problem-solve.
- Ability to comprehend basic statistics and financial documents.
- Ability to interact with co-workers, staff, administration, students, faculty, and all internal and external customers in a professional and effective, courteous and tactful manner, at all times, physically, verbally and in all written and electronic communication.
- Open, honest, and tactful communication skills.
- Ability to work as a team member in all activities.
- Positive, cooperative and motivated attitude.
Required Abilities
These requirements are not exhaustive and additional job related physical requirements may be added on an as needed basis. Corrective devices may be used to meet physical requirements.
- Sedentary Work: Frequently required to stand, kneel and crouch. On a daily basis may be required to move about, sit, climb stairs and bend. Is occasionally required to lift and carry up to 20 lbs.
- Vision: Requires the ability to perceive the nature of objects by the eye. Near acuity: Clarity of vision at 20 inches or less. Midrange Acuity: Clarity of vision at distances of more than 20 inches and less than 20 feet.
- Motor Coordination: While performing the duties of the job, it is required to regularly perform functions that include using hand and finger movement, handle or feel objects, be able to use tools or equipment that requires reaching with hands and arms. Must be able to travel independently.
- Speaking/Hearing: Ability to give and receive information through speaking and listening.
Application Instructions
Applicants are asked to upload a resume and cover letter. Completed applications received by August 21, 2026, will receive full consideration, with later applications reviewed as needed until the positions are filled. The successful candidate will start on a mutually agreeable date.
About Kalamazoo College
Kalamazoo College is a highly selective nationally regarded liberal arts college, offering an integrated undergraduate experience that weaves a traditional liberal arts curriculum into educational experiences in both domestic and international settings with the majority of our graduates participating in study abroad. Kalamazoo College is committed to the liberal arts and sciences, experiential education, freedom of individual conscience and celebration of diversity and inclusion. It is one of the nation’s 100 oldest colleges and universities and a thought leader and innovator in higher education.
The campus of Kalamazoo College is located midway between Chicago and Detroit in Kalamazoo, Michigan, a metropolitan community of 261,000, which supports multiple college and university campuses along with numerous civic arts and cultural associations and sports teams. Thirty-five miles from Lake Michigan, the area offers many opportunities for outdoor recreation, a walkable downtown, outstanding restaurants, and plenty of family-friendly activities.
Kalamazoo College encourages candidates who will contribute to the cultural diversity of the College to apply and to identify themselves if they wish. An equal opportunity employer, Kalamazoo College is committed to equal rights, equal opportunities, and equal protection under the law. Please be invited to review our full EEO statement by visiting https://www.kzoo.edu/about/nondiscrimination-policy/. Kalamazoo College conducts criminal background reviews on all people who receive an offer of employment. Kalamazoo College is an E-Verify participating employer. Please select Notice and Rights for more information.
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
