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Lead Accounts Payable Coordinator
4 months ago
Job Description:
The Lead Accounts Payable Coordinator reports to Assistant Controller and is responsible for overseeing the payment of all authorized supplier invoices and expense reports for goods and services received by the university and acting in the role of a team lead for the accounts payable function.The Business Office is committed to the development of an inclusive environment and we strive to advance diverse perspectives and approaches in carrying out the mission of Washington and Lee University.
Essential Functions:
Processes a weekly Accounts Payable settlement run to issue payments to suppliers, students and employees. Prints, sorts and mails checks, as applicable, and confirms that payments files are delivered to the bank without error for ACH payments and integrated payables.
Acts in a lead role for the Accounts Payable team. This involves maintaining internal departmental standard operating procedures, training and developing A/P staff, and workload management (e.g. determining how the documents in the Workday A/P queue will be assigned amongst the staff). Supports the A/P staff on questions related to invoice and expense report review and policy.
Sets up new suppliers from supplier requests submitted through Workday and confirms that necessary documentation is provided for banking and tax classification. Maintains supplier master data including supplier category, tax classification, payment method, payment terms, contact information, etc.
Processes supplier invoices from supplier invoice requests submitted through Workday by departments and confirms that invoice documentation is attached, account worktags are appropriate and policy is adhered to.
Reviews expense reports for reimbursement requests and credit card transactions that exceed a defined threshold. Confirms that business purpose is evident, receipt documentation is complete and policy is adhered to. Reviews per diem and personal vehicle mileage support and resulting calculations for accuracy.
Maintains control of all checks, virtual card and ACH payments issued through the Accounts Payable function. This includes ensuring positive pay reports are delivered to the bank, positive pay exceptions are viewed and granted or denied, maintaining the voided check log, reviewing uncashed checks, processing returned payments and reissuing payments as necessary.
Determines whether invoices or expense reports are for goods or services that have taxable consequences. Obtains and maintains tax information needed for federal reporting. Consults with Assistant Controller – Tax in making this determination for non-routine transactions.
Communicates via Campus Notices when there is a change in the Accounts Payable schedule due to holidays, bank closings and at fiscal year-end regarding items related to closing the year.
Answers phone calls from vendors and university departments on issues related to payments.
Works with Student Financial Services to settle student refunds.
Provides training for new Administrative Assistants on Accounts Payable related issues.
Reviews release notes for semi-annual Workday releases and performs testing to ensure core functionality is preserved and enhancements are validated. Updates and maintains Workday training guides for Accounts Payable functions.
Processes hand checks with authorized approval when necessary.
Reviews B-Notice from IRS for possible payee name/TIN discrepancy.
Processes fiscal year-end making sure expenses are coded to correct year.
Additional related duties as assigned.
Work Schedule: Monday - Friday, 8:30 am - 4:30 pm.
Minimum Qualifications:
High school diploma and an understanding of Microsoft office products, required.A minimum of five years work experience in an accounts payable environment beyond the degree, required.Associate’s degree or other post-secondary education, and experience in the use of a centralized accounting system, preferred.Application Instructions:
Review of applications will begin immediately and continue until the position is filled. A resume and cover letter are required. Please upload these documents when prompted on the application form. You will be asked to provide names and contact information for three professional references.
Position Type:
Non-Exempt, Full Time, Benefit EligibleMinimum Pay:
$22.59 - Pay Commensurate with Experience