Accounts Payable Specialist

Job Description

Position Summary:

Reporting to the University Controller, the Accounts Payable Specialist (Specialist) is responsible for executing and optimizing day-to-day accounts payable operations with a strong emphasis on system integrity, compliance, and process efficiency. This role requires advanced proficiency in Workday, including Workday Financials and the Workday Payables module, to ensure accurate transaction processing, reporting, and internal control adherence. The Specialist supports Wentworth's financial operations by performing invoice review & processing and ensuring timely payments to vendors, employees, and students (as applicable).

The Specialist serves as the sole functional lead responsible for end-to-end management of the department's operations, maintaining full ownership of all activities within the function, from transaction execution through reporting and compliance. The Specialist will use Workday Financials and Paymode

X, a third-party payment processor, to ensure efficiency and accuracy in the full A/P life cycle, including providing support and training to budget managers who receive & initiate invoices in Workday for approval. The Specialist will review invoices and reimbursements for accuracy and alignment with financial policies and provide final approval before the various transactions are initiated for payment.

Essential Responsibilities:

Invoice Processing & Payment Management

* Hands on management and responsibility for the full cycle, end-to-end Accounts Payable process.

* Review, validate, and process vendor invoices, purchase orders, employee expense reimbursements, and other miscellaneous payment requests in Workday and Paymode

X.

* Ensure accuracy of coding, approvals, tax treatment, and compliance with university procurement and Finance Division policies.

* Match invoices to POs and receipts; resolve discrepancies with internal departments and Procurement.

* Process supplier, employee, and student payments (ACH, check, wire) in accordance with payment schedules and deadlines.

* Conduct a weekly review of invoice requests, invoices, and expense reimbursement status reports to identify unapproved, pending, or stalled items. Follow up with the appropriate approvers to ensure timely processing and inclusion in scheduled settlement runs.

* Respond to and independently resolve vendor invoice, employee expense, and student stipend payment inquiries, lost or other contested payments, and other payment inquiries.

* Ensure all AP inbox items and inquiries are fully reviewed and resolved, or appropriately documented with status on a daily basis, or prior to each weekly settlement run as applicable.

* Other related Accounts Payable duties and projects as required.

Workday Financials Utilization

* Actively identify and troubleshoot Workday errors, invoice routing issues, or workflow delays.

* Maintain accurate supplier records and assist with supplier onboarding in Workday. Ensure that each vendor has an up-to-date Form W-9 on file before payments are made.

* Generate and analyze Workday reports for A/P activity for reconciliation, audit support, and month-end close activities.

Compliance, Audit, & Documentation

* Ensure adherence to university policies, state/federal regulations, and accounting best practices.

* Maintain organized and audit-ready documentation for all A/P transactions.

* Support periodic internal/external audits by preparing documentation and responding to inquiries.

* Responsible for filing annual Form 1099's with vendors, IRS, and State.

* Maintain accurate and up to date documentation of Accounts Payable processes & procedures.

Customer Service & Campus Support

* Provide responsive support to faculty, staff, and students regarding payment status, policies, and Workday processes.

* Collaborate with campus stakeholders to resolve invoice issues, payment questions, and supplier concerns.

* Assist departments with Workday navigation related to A/P tasks.

Process Improvement & Team Collaboration

* Routinely participate in cross training with other Finance staff members who will cover vacations and other absences.

* Recommend and support the implementation of improvements…