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Accounts Payable Specialist

Chapman University
Orange, CA

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Job Details

Position Title:

Accounts Payable Specialist

Position Type:


Job Number:


Full or Part Time:

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification:


Anticipated Pay Range:

$24.00 - $28.00

Pay Range Information:

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Job Description Summary:

The Accounts Payable Specialist is responsible for the accurate audit and timely payment of payment requests related invoices, Independent Contract Agreements, reimbursements and other related expenses in accordance with all applicable policies, rules and regulations including Federal and State reporting requirements. Assists with providing direction and training on Chapman’s Electronic Payment Requests, fiscal policy and procedures, ensuring that the functional needs of end users are met and supported. Other duties as assigned.


Financial Services Processing and Support

  • Process University expense requests documents in accordance to policies, procedures, guidelines and requirements of Chapman University, State and Federal agencies
  • Audit and process a high volume of purchase requests, wire payment requests and purchase order, and non-purchase order documents to ensure accuracy and appropriateness
  • Interpret and apply campus policies and procedures
  • Verify Federal and State requirements have been applied
  • Ensure all documents are original or have not previously been paid
  • Facilitate solutions to problematic documents and exceptional situations by researching and formulating options and alternatives as recommendations to campus personnel
  • Validate that accurate supplier data is in the system and work with the supplier management team for required revisions
  • Assist with entering documents into an online, multi-screen travel accounting system to assure timely payments
  • Determine appropriate payment date to meet deadlines or take advantage of early payment discount offers
  • Monitor payments pending, purchase order approval, matching, workflow approvals and help resolve budget exceptions to expedite payments
  • Review computer generated reports and verify accuracy of data entry
  • Other duties as assigned

Administrative and department Support
  • Provide customer service associated with payment requests and reimbursements to representatives from the campus community, auxiliary organizations, and outside entities
  • Develop and maintain effective working relationships with campus personnel and supplier
  • Assist campus personnel with the completion of campus forms including online payment requests, Non-purchase order expense requests, reimbursement requests, and wire payment requests
  • Provide interpretation of policy and procedures
  • Resolve issues and inquires. Ensure that inquiries are answered in a correct and timely manner or referred to the appropriate person
  • Communicate appropriately and effectively in a variety of situations both verbally and in writing
  • Assist with conducting expense accounting workshops for campus personnel
  • Provide and receive complex and/or sensitive information in accordance with campus policy ·
  • Provide suggestions to improve efficiency and service

Financial Analysis and Reconciliation
  • Perform analysis, processes, and reconciliation to assure accurate posting to the General Ledger and compliance with the tax reporting requirements associated with purchases
  • Audit submitted PRQ’s to ensure proper supporting documentation is attached and review accuracy or expense accounts prior to creating a voucher
  • Provide training and support to the University
  • Work with department staff to resolve coding errors, budget discrepancies
  • Prepare journal entries, voucher corrections and deposit forms as needed
  • Determine the proper processing of nonresident alien payments
  • Assist in month end and fiscal year end closing activities

Technical and Procedural Support
  • Participate in system upgrades and assist the Accounts Payable Manager with special projects
  • Participate in the testing and implementation of Accounts Payable software upgrades and processes
  • Make recommendations for changes to policy and procedures and offer ideas that will increase the efficiency and effectiveness of the desk and the entire AP unit
  • Assist with the collection of data required to respond to surveys, audits, and requests for information
  • Participate in projects to enhance or streamline processes/systems and increase efficiencies within the organization
  • Prepare or revise documentation of operating procedures for tasks or duties within the scope of the position. Document procedures in a desktop manual
Data Management
  • Maintain paper and electronic files and logs for Accounts Payable requests for payment
  • Retain a high level of integrity, confidentiality and accountability of the information provided on variety of documents
  • Assure that documents are imaged, filed and stored in a systematic order, both physically and within the imaging software
  • Assist with the timely destruction of financial records in accordance with retention policies

Required Qualifications:

  • Bachelor’s degree in finance or accounting or related field and/or an equivalent combination in education and experience.
  • At least three years of experience working in an accounts payable unit and higher education setting
  • Working knowledge of policies and procedures related to payment requests
  • Strong organizational skills necessary to handle multiple priorities for the timely completion of work assignments; with the ability to produce high volume, quality work with minimal errors.
  • Demonstrates experience with customer service in an accounts payable environment
  • Excellent interpersonal and communication skills to work with a diverse group of individuals at all university levels; with team ability to foster team cooperation.
  • Effective written communication skills
  • Strong technical skills to learn and utilize enterprise systems and departmental tools, such as automated, multi-screen, online accounting systems.
  • Demonstrated ability to independently research and resolve problems.
  • Ability to learn and interpret university and departmental fiscal policies and procedures.
  • Demonstrates working knowledge of accounting analysis as related to the daily operational duties and requests for payment
  • Experience preparing reconciliations.
  • Ability to use tact and diplomacy and to maintain high levels of confidentiality.
  • Ability to maintain office files and record keeping or maintenance skills.
  • Experience with PeopleSoft and Concurs.

Special Instructions to Applicants:

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate


Chapman University, located in the heart of Orange County, California, offers traditional undergraduate programs in the arts and sciences and select pre-professional and graduate programs. Ranked in the top tier of Western universities, by U.S. News and World Report, Chapman has gained national recognition with its commitment to excellence through research and ground-breaking teaching. The University is classified by Carnegie as an R-2 research institution; Chapman has gained national recognition with its commitment to excellence through research and innovative teaching. More information is available at 

The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. More information on diversity and inclusion at Chapman University is available at

Company info
(714) 997-6815
One University Drive

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