Accounts Payable Specialist

Job Summary: Primary responsibilities are very diverse and include thorough auditing and analysis of vendor payment requests for the Dining Services and Campus Services departments to ensure compliance with guidelines of University and AP department policies and procedures. Processing Retail Operations' deposits in the Banner System. Coordinating the payment of departmental transfers and guest cards. Maintaining purchasing records and documentation. Processing official paperwork required by ABC for Catered functions serving alcoholic beverages according to the Commonwealth of Virginia department of Alcoholic Beverage Control policies and procedures

Qualifications and Skills: Banner-Accounts Payable/Cash Deposits/Journal Voucher Procedures
Purchasing Card Processes and Procedures
ABC Rules and Regulations
Competency in Word, Excel, and Outlook
Auditing and analysis of vendor payment requests for Dining Services and other Auxiliary departments to ensure compliance with guidelines of University and AP department policies and procedures
Coordinate the accounts payable (AP) functions within established University policies
Reconcile and process invoices, journal vouchers, cash deposits and reimbursements via Banner
Respond to inquiries from vendors, directors, managers and staff regarding payments of statements and invoices
Willingness to learn Nolijweb
Detail orientated and strong organizational skills a must
Customer service skills
Strong verbal communication skills
Good decision making skills
Ability to multitask
Team player

Essential Functions: Analyze, audit and reconcile vendor statements and invoices to ensure all outstanding invoices for the Campus Services and Dining Services departments are addressed with vendors and are compliant with the guidelines of University and Accounts Payable department policies and procedures.
Research and problem solve with vendors, faculty, staff, and students, on a daily basis regarding payment requests, cash deposits, journal vouchers, guest card payments
Review through Banner and Nolijweb imaging system to verify payments made to a vendor and discuss any discrepancies with vendors
Utilize independent judgment and decision making skills to determine if a request will be denied for non-compliance with University policy, procedures or guidelines.
Determine independently which payment requests will be processed on a University purchasing card and which will be issued payment by check by utilizing AP policies and procedures
Key vendor payment information into the Banner financial system for payment of invoices, check requests for reimbursements, departmental transfers and guest cards
Maintain appropriate AP paid and unpaid files for Campus Services and Dining Services departmental invoices
Set-up, print and distribute to Dining Services' directors monthly Banner reports for verification and accurate accounting of all Dining Services' paid statements and invoices
Reconcile AP Specialist Purchasing Card and the DS Director of Purchasing statements by verifying and applying charges to the correct budget within Dining Services (index/account) and disputing any fraudulent or unidentified charges on a weekly basis
Prepare, balance and verify cash deposits for all Retail Operation locations, UR Remembered program and HDC Purchasing Department
Key departmental deposit information into the Banner financial system
Transport processed funds in a timely manner for deposit and verification by the Cashier's office
Record credit card transactions from all Retail Operations' deposits and send a monthly report to the Cash Management office for verification
Record in Excel all student tip transactions from The Cellar deposit and verify with the Payroll office's student payroll report every two weeks
Prepare weekly ABC event reports for all Dining Services alcoholic beverage events
Notify Virginia State ABC local office of scheduled events according to the Commonwealth of Virginia's policies and procedures
Coordinate all record keeping of events and invoices required by the ABC Board
Reconcile monthly Dining Services ABC checking account
Maintain information for annual Benchmarking and ABC reports
General office duties: telephone/fax/filing/mail

Special Application Instructions