Senior Accounts Payable Analyst

Found in: Appcast Linkedin GBL C2 - 2 weeks ago

Chicago, United States City Colleges of Chicago Full time

City Colleges of Chicago (CCC), the largest community college system in Illinois, is made up of seven colleges and five satellite sites, providing more than 70,000 students each year access to a quality, affordable education.

The Accounts Payable (AP) Department provides payment services to vendors, faculty, staff, and students while controlling all disbursements, other than payroll, made from District funds, and is accountable for the timely and accurate processing of invoices, reimbursement requests, and disbursement of funds for goods and services provided to the District.

PRIMARY OBJECTIVE

Reporting to the Accounts Payable Supervisor, a Senior Accounts Payable Analyst performs the full range of accounts payable functions relating to the review and processing of vendor invoices, tuition, travel and expense reimbursement requests, and other related requests from faculty, staff, and students.

At the senior level, the position applies detailed knowledge of CCC’s policies and procedures regarding all aspects of CCC’s accounts payable processes; performs complex auditing of invoices and reimbursement requests; and works to resolve errors and discrepancies to ensure the timely and appropriate disbursement of payments to vendors and reimbursements to individuals. Performs related duties as required.

ESSENTIAL DUTIES

· Reviews and processes invoices for assigned department accounts/colleges and processes for payment to vendors, ensuring accuracy and completeness of invoice packages, and compliance with established work procedures and CCC policies.

· Audits invoices by reviewing and matching invoices against purchase orders and support documents; checks purchasing contracts as needed; verifies accuracy of funding sources; and enters invoice data into PeopleSoft (PS) Finance System to create vouchers for pay disbursements.

· Reviews weekly exceptions and budget error reports generated by AP account records module to identify discrepancies and errors. Work with Business Office staff to correct errors as needed.

· Processes employees’ tuition reimbursement requests, reviewing submitted documents for completeness and accuracy; verifies that requests comply with relevant CCC policies, collective bargaining agreements (CBAs), and HR-Benefits professional development rules.

· Reviews pre- and post- travel authorization forms submitted to AP Department for approval, ensuring adherence to established processes, rules, and guidelines.

  • Approves, issues, and reconciles cash/cost advances following guidelines of the Travel Reimbursement expense policy.
  • Provides information and customer service to internal and external customers regarding CCC’s procedures and policies relating to invoices, payment disbursement to vendors, travel and expense, and tuition reimbursement.

· Provides Business Managers with daily reports of pending items in Travel and Expense PS module to assist with the timely resolution of issues preventing the approval of requests.

· Assists with reconciling monthly PNC Bank reports of single use accounts and pre-paid travel cards, comparing transactions and activities against support documents.

· Provides training and guidance to lower level and temporary staff on accounts payable processes and procedures.

· Assist with the scanning and indexing of invoices and vouchers into imaging system (TAB Fusion) to allow interface with PeopleSoft (PS) Financial Systems.

· Assists with the processing of eighteen system payment transaction runs such ACH, system checks, paper checks and other electronic payments.

· Assists with special projects as required.

REPORTING RELATIONSHIPS

Reports To Accounts Payable Supervisor

Direct Supervision None

QUALIFICATIONS

· Associate degree from an accredited college or university in Accounting, Finance, or related field.

  • Three years of accounts payable work preferably in a high-volume AP work environment
  • A combination of education and experience may be taken into consideration based on an applicant’s credentials
  • Demonstrated knowledge and skill in using PeopleSoft Financials
  • Knowledge of AP procedures and general accounting standards
  • Excellent data entry skills with a strong attention to detail
  • Must have strong analytical and organizational skills
  • Good written and verbal communications skills with ability to communicate clearly and effectively
  • Ability to work within a culturally diverse environment

· Proficiency in the use of Microsoft Office (Word, Excel, PowerPoint)

The intent of this job description is to provide a general description of the duties and responsibilities of this position. It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the necessary qualifications to perform the work.

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