Has primary responsibility for the resolution of problem/rejected invoices. The incumbent interacts with vendors, departments and staff, and investigates and records transactions, to resolve payment issues and to facilitate the payment of invoices, and ensures invoices are processed timely and accurately.
Resolve vendor billing and payment problems:
Review invoices rejected for various reasons (invalid POs, insufficient funds, line problems, vendor address, wrong vendor, account number problems, needs departments’ approvals, credits, other problem issues) and work continuously with departments and vendors as necessary to get problems fixed in order to get vendors paid timely.
Negotiate payment schedules with vendors and release of any shipment being held.
Respond to department and vendor inquiries:
Conduct research in order to convey timely and correct information to vendors and departments regarding reasons for non-payments, supplying check numbers, payment dates, etc.
Correspond with vendors/departments and respond to inquiries.
Resolve Purchase Order and invoice problems by working with vendors, departments and Purchasing:
Assist/provide departments with information, as necessary, for starting a PO process for invoices without POs.
Continuously working with Purchasing to fix PO problems, change vendor addresses, vendor names, complete requisitions to PO processes, fix PO lines, etc.
Analyze situation to determine the priority and appropriate process for dealing with problem issues.
Verify vendor accounts by reconciling monthly statements and related transactions and research and correct discrepancies.
Request credits and refunds for overpayments and outstanding vendor debit balances.
Prepare journal entries to correct account transactions related to invoices processed.
Facilitate invoice imaging for transactions processed.
Prepare, maintain and submit monthly report/log of all unresolved problem invoices in the approved format to the Manager:
At the end of each month, compile a report for the manager of all invoices not yet processed/paid due to problems
e.g. awaiting PO increase, valid POs, line problems to be fixed, etc.
Process invoices for payment:
Based of work volume, assist data entry staff with invoice processing.
Determine priority order for processing, e.g. based on urgency, period outstanding, etc.
Process all rejected invoices once fixed.
Process non-standard invoices that require careful analysis and organization.
Review and fix rejected invoices on Report O85 and the OnBase Workflow System:
Review the O85 report and fix all problems for the invoices entered/processed but checks were not cut.
Review rejected invoices in OnBase Workflow System and fix as appropriate, i.e. communicating with departments and Purchasing via email, for assistance to resolve problems for checks to be cut.
Research and submit to the Controller’s Office, requests for replacement of AP checks
Analyze situation to determine if replacement/reissue is necessary.
Communicate with Controller’s Office as necessary for “stop payment” and/or “reissue” of checks.
Complete the necessary forms for the “stop payment”/replacements as necessary.
Prepare adhoc reports as required.
KNOWLEDGE, SKILLS AND ABILITIES
• Excellent written and oral communication skills
• Strong organization, analytical and problem solving skills
• Detail Oriented
• General Accounting and Accounts Payable knowledge
• Proficiency with Microsoft Office products including Excel and Word
• Ability to handle confidential and sensitive information with discretion
• Commitment to excellent customer service and positive teamwork
• Ability to handle stress and work well under pressure
• High school diploma or equivalent.
• Three (3) years of progressive related experience.Apply online. Position # P100037728
The University of Miami is home to some of the brightest minds in the world. We are committed to educating and nurturing students, creating knowledge, and providing service to our community and beyond. The University of Miami offers competitive salaries and a comprehensive benefits package including medical and dental benefits, tuition remission, vacation, paid holidays and much more. The University of Miami is an Equal Opportunity/Affirmative Action Employer. Come join us!]]>