Image & Disbursement Services Coordinator

Job description

Posting Number:


Internal Recruitment:


Working Title:

Image & Disbursement Services Coordinator

Anticipated Hiring Range:

$45,000 - $48,000

Work Schedule:

Monday - Friday 8:00 AM - 5:00 PM, overtime required during peak periods

Job Location:

Raleigh, NC


University Controller

About the Department:

The University Controller’s Office is a department under the Division of Finance. The office has business units covering the following areas; Cash Management, Banking and Merchant services; General Accounting, Financial Reporting and Taxation; Accounts Payable; Business Systems; Payroll and Debt Management.

The University Controller’s Office works to advance NC State as a leader in fiscal accountability and responsibility through a collaborative partnership with our campus community, strong partnerships with our peer groups, improvements in the University’s financial systems and internal controls, and efficient and effective business operations. The office continues its attention towards collaborative efforts and in providing fiscal leadership, oversight, accounting, reporting, training, and outreach services that exemplify the highest standards of quality, performance, and service. Having professional staff and managers with imagination, knowledge, and people skills are paramount in the successful implementation of these goals.

The University Controller’s Office is responsible for fiscal accountability, accuracy, and reporting of a $1.6 billion enterprise, including timely and accurate payment of monthly and biweekly wages to over 18,000 staff, faculty, student workers and temporary employees, over 90,000 vendor payments annually, and management of a $600 million external debt portfolio.

Essential Job Duties:

This position is responsible for coordinating the Disbursements Processing Unit in the Accounts Payable Office. This position supervises one administrative support associate.

The Coordinator is expected to plan, organize, and monitor the work flow in the unit; identify and resolve problems involving personnel and work; and inform the Invoice Processing Manager on a weekly basis of any problems and on the status of the unit.

Responsibilities include, but are not limited to:

  • Auditing and approving priority small purchase vouchers and purchase order invoices received and/or scanned by campus personnel, outside vendors, or Accounts Payable. Performing an audit of all vouchers and purchased order invoices submitted applying a thorough knowledge of state, federal and university policies, procedures, and guidelines, ensuring university compliance. Ensuring accuracy and compliance to University, state and federal policies, procedures, and guidelines governing payments for purchases and services.
  • Maintaining a thorough knowledge of policies, procedures, and guidelines when validating each expense, including specialized knowledge of university spending guidelines, account code classification, allowable and unallowable expenses for all funding sources and vendor classification (employee/non-employee/student/nonresident alien) policies. Verifying and ensuring that documentation requirements have been met and required supporting documentation is present to support the expense and charged to the correct projects and account codes.
  • Preparing Accounts Payable express (manual) checks and ensuring that vouchers are approved and properly documented. Verifying the check data in the Financial System. Confirming that all checks are safeguarded during the check writing process. Running special reports within the Financials System Report Manager to guarantee that all checks have been issued and printed.
  • Monitoring and processing incoming invoices. Ensuring that all invoices are batched, scanned, and indexed within 24 hours using the Onbase. Confirming the image quality and monitoring the re-scan and batch filing process.
  • Monitoring the check distribution and adjustment process daily. This position confirms incoming checks are received and distributed within 24 hours and safeguarded at all times. Returned and voided checks should be recorded and processed within two-three business days.
  • Voiding, reissuing, and canceling AP checks /EFTs written in the Financial System following procedural requirements. Preparing void check register monthly and reconciling to the Financial System.
  • Voiding, reissuing, and canceling student refund checks/EFTs written in the Financial System following procedural requirements. Updating the Cashier Void Check Log daily assuring that all payments have been cancelled or reissued.
  • Monitoring the electronic processing of all voucher images, travel supporting documentation and purchase order invoices using the Onbase to assure that images are scanned in correctly and are progressing into the system for correctly for processing.
  • Storing and maintaining all records for the Accounts Payable Area, which includes, the prepping, scanning, batching, indexing, filing, and archiving of all Small Purchase, Purchase Order, Voids, Travel, Travel Reconciliations and JV documentation.
  • Prioritizing and completing assignments in order to meet pay cycle schedules, deadlines, and /or known job schedules to include express check request and end of month cut-off. Assignments are to be independently prioritized daily, determined by posted schedules, workload, and supervisor’s request.
  • Providing technical assistance to university personnel utilizing the Voucher, Purchase Order, and Vendor Maintenance modules. Providing direction and assistance to campus personnel on how to correct system problems, close/delete vouchers, and payment inquiry.

Other Responsibilities:

  • Must be able to assist campus personnel with payment status and audit issues.
  • Must be able to work in a high volume environment and have the ability to prioritize work assignments.

Minimum Experience/Education:

High School Diploma or equivalency and one year of experience in accounting work; or equivalent combination of training and experience.

Other Required Qualifications:

  • Excellent oral and written communication including the ability to document and respond to inquiries from university financial
  • Ability to analyze and resolve problems independently and consistently.
  • Ability to read, interpret, and consistently apply policies, procedures, and guidelines.
  • Must be able to work in a high volume environment and have the ability to prioritize work assignments.
  • Microsoft Word and Excel or similar product experience.
  • Previous Accounts Payable experience or equivalent accounting experience.
  • Ability to provide excellent customer service.
  • Highly organized.
  • Experience using and working in a computerized environment/web based.
  • The ability to train university personnel on the use of the payables systems.

Preferred Qualifications:

  • At least five years of financial or accounts payable experience through interpreting and applying policies, procedures and guidelines, auditing external invoices, and reimbursements.
  • Two year accounting/business degree preferred.
  • Experience using an online accounting system. Prefer experience using PeopleSoft Financial System/Payables
  • Prefer experience using Onbase or similar imagine system.

Required License or Certification:


Valid NC Driver's License required:


Commercial Driver's License Required?:


Job Open Date:


Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.):


Special Instructions:

In addition to your application please submit a cover letter, resume, and the contact information for at least three professional references.

Please make sure that the work history listed on your application is identical to the work history listed on your resume.

Position Number:


Position Type:


Position Classification Band Title:

Accounting Technician

Position Classification Band Level:


Position Classification Salary Range:

$31,200 - $59,049

Salary Grade Equivalency:


Alternate Option:

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Full Time Equivalent (FTE) (1.0 = 40 hours/week):



12 Month Recurring

Mandatory Designation - Adverse Weather:

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events:

Non Mandatory - Emergency Event

Time Limited Position:


Is this position partially or fully funded on ARRA stimulus monies?:


Department Id:

496001 - University Controller


NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at or equivalent service. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 11/19/2020
Application Due: 11/24/2020
Work Type: