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Accounts Payable Coordinator I, Business Office
3 months ago
Job Location
Forest Grove Campus - Forest Grove, OR
Description
Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship and practice.
At Pacific University we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove, Hillsboro, and Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, acquire and share knowledge.
GENERAL DESCRIPTION OF POSITION:
Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship and practice.
The Accounts Payable Department is responsible for paying vendors and suppliers. The Accounts Payable Coordinator I will represent the Accounts Payable Department and the Business Office in business functions across the university. Responsibilities include verifying, processing, recording disbursements in an accurate, efficient and timely manner. Professional and excellent customer service to all vendors, students, co-workers and guests is key to the success of this position. A solid accounting foundation and understanding of disbursement processes is essential.
ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
- Vendor set-up & maintenance in the Colleague ERP system
- Processing vouchers, reviewing invoices, and requesting documentation to support disbursements.
- Reconcile vendor statements, verify receipts, and resolve issues.
- Review and process expense reports and check requests.
- Effectively use the accounts payable system to process payment requests.
- through the accounts payable email and mail systems.
- Process travel advance and reimbursement requests, ensure documentation is complete, approved and in accordance with regulatory guidelines.
- Assist with the check processing.
- Process requests to void & reissue replacement accounts payable checks & student refunds
- Maintain W-9 information and responsible for completing 1099 reporting requirements for non-employee compensation.
- Keep current with changing IRS tax reporting requirements and procedures to insure compliance with IRS Policy for 1099 and 1042 reporting.
- Assist, as instructed, with year-end accounting and office responsibilities.
- As the front-line face of the office, you will greet guests, vendors, students, and other employees, respond to calls, and emails from vendors and resolve issues in a professional, positive and respectful manner.
- Follow university policies and procedures.
- Comply with University policies & procedures, and regulatory requirements, including taxing authorities.
- Perform vendor account reconciliations.
- Work effectively with other accounts payable personnel and the Business Office.
- Participate as a team member in updating processes.
- Perform other duties as assigned.
- Assist with monthly review of corporate credit cards.
- Maintain privacy, uphold security measures, and respect proprietary information.
- Ability to work with interruptions and multi-task in a fast-paced work environment.
- Ability to provide superior customer service to all.
This position does not have any supervisor responsibility.
Qualifications
EDUCATION AND/OR EXPERIENCE:
- Ability to work as a team player in a small, fast paced environment.
- Experience working in higher education and/or non-profit setting is a plus.
- Minimum 3 years of experience in an Accounts Payable position is required.
- Business/Accounting courses at the college level or will consider a combination of education and experience.
- Strong verbal and written communication skills.
- Sound computer skills and experience working with systems. Colleague ERP system experience is a plus.
- Ability to use 10-key calculator.
- Strong interpersonal skills and ability to deal with customers in a positive and professional manner.
- Ability to multitask, detail oriented, accurate and thorough in performing job duties and relating with others.
- Ability to meet deadlines.
- Demonstrated ability to handle confidential information.
- Communicates with students, faculty, staff and the public appropriate to the individuals served.
- Builds on basic learning and adapts to new situations.
- Demonstrates critical thinking skills in problem solving and decision-making.
- Asks questions and seeks assistance as needed.
- Takes initiative to help resolve challenges.
- Demonstrates confidentiality regarding information pertaining to students, faculty and staff.
- Maintains proper appearance and personal conduct appropriate to the position.
- Communicates effectively, considering body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
- Works effectively in a team environment and with personnel across the university.
WORKING CONDITIONS:
The functions are usually performed sitting, working at a computer keyboard involving wrist and hand movements. Kneeling, bending, crouching, lifting, walking, carrying, and other movements may be required on an infrequent basis. All individuals are required to be able to perform these movements without a significant risk of injury to themselves or others, or to otherwise demonstrate or explain how they can perform the essential functions listed above.
PHYSICAL ACTIVITIES:
_X Climbing Balancing _X Stooping _X Kneeling _X Crouching Crawling _X Reaching _X Standing
_X Walking _X Pushing _X Pulling _X Lifting _X Fingering _X Grasping _X Feeling _X Talking _X hearing X Repetitive motion
PHYSICAL REQUIREMENTS :
_X Sedentary work _ Light work _ Medium work Heavy work Very Heavy work _X Visual acuity
At Pacific University we are dedicated to providing experiences that are authentic, holistic, equity minded, and responsive. We continue to develop our equity practices with a particular focus on racial equity.
For qualifying employees, our benefits include generous paid time off for vacation, holidays (including winter break) and sick leave. We offer medical coverage with alternative care (in-network services covered at 100% after payroll deduction), comprehensive dental, vision plans, 9% contribution to retirement after one year of service with no match required, free mental health appointments, and tuition remission for employees and their dependents. We cover employer paid life, short term disability, and long term disability insurance. On campus benefits include free access to our sports facility and library, with discounts on campus food, bookstore purchases, clinic services, and gear rentals through our outdoor program (kayaks, snow shoes, bikes and more).
Candidates from diverse backgrounds are encouraged to apply. Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience.
NOTICE OF NONDISCRIMINATION POLICY
It is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex or gender, gender identity and/or expression, sexual orientation, military, veteran or Vietnam Era status, or any other protected classification recognized by applicable law, in admission, access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other applicable state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, provost@pacificu.edu.
Application materials will be screened and interview candidates will be selected and notified by telephone. The hiring process normally consists of several interviews and can last several weeks depending on the position. All applicants will be notified once the position is filled. Employment is contingent upon eligibility to work in the United States.
