Accounts Payable Coordinator

About the Job

Recruitment

Title:

Accounts Payable Coordinator

Job Classification: 1888 - Executive Accounts Specialist

This is a PEAK position.

Work environment: Hybrid (minimum three days in the office). This hybrid position is based on the Twin Cities campus for those located in the metro area. Applicants located near other UMN system campuses or working remotely from home may also be considered, and we encourage all interested candidates to apply. Occasional travel to the Twin Cities campus may be required for events and all-staff meetings.

Position Overview: The University of Minnesota seeks an Accounts Payable Coordinator to support our Financial Operation Center department within the Controller's Office. The Accounts Payable Coordinator is responsible for performing general and routine accounts payable activities in support of a portfolio of Resource Responsibility Centers (RRCs) in the Finance Operations Center (Fin Ops). The Accounts Payable Coordinator communicates with other Fin Ops teams as needed, finance professionals across the University, and suppliers outside the University to ensure appropriate and timely support for RRCs.

To succeed as an Accounts Payable Coordinator, you should be professional, a team player, and attentive while being detail-oriented. You must be comfortable with using technology such as Team Dynamix (TDx) and Google Suite and excel at both verbal and written communication. Most importantly, an Accounts Payable Coordinator should have a genuine desire to meet the needs of others across the institution.

You will report to the Accounts Payable Supervisor.

Job Responsibilities with % of time:

Accounts Payable (50%):

• Under general supervision process payments to suppliers:
  For a portfolio of RRCs, receives and uses information from service requests to prepare and process payments. Following University policy, business process, and Fin Ops Standard Operating Procedures (SOPs).
• Conducts research and uses information and requests received to complete the entry of vouchers into EFS accounts payable module.
• Conducts research and uses information and requests received to process check requests and special handling of checks, invoice digitization and documentation, internal sales, receiving against purchase orders as needed, and payment reconciliation.
• Reviews service requests for vouchers and identifies and resolves routine irregularities.
• Identifies transactions, policy, or system challenges that require escalation to ensure successful resolution and accurate transaction entry.
• Pursuant to established business procedures, collaborates with accounts receivable specialists to process transactions related to returned goods and credit memos.
• Understands, explains and applies established University accounts payable policy to various scenarios.
• Adhering to SOPs, reviews and analyzes service requests submitted by departments using experience or knowledge base, evaluate application of chart strings, and ask clarifying questions in order to complete the transaction.
• Works with Requesters to collect supporting documentation and completes check requests, special handling requests, payment forms and other supporting documentation as defined by policy and pursuant to Fin Ops SOPs.
• Following University business processes, gathers documentation, completes internal forms, and makes requests to change / update the supplier file.
• In accordance with SOPs and the Voucher Manual, monitors transactions created to ensure the activity is fully processed, routed through the approvals process, addresses exceptions from match processes, and ensures budget exceptions are monitored and addressed.
• Ensures supporting documentation is provided or created as instructed in University policies, such as invoices or check request forms for supplier payments.

Corporate Card Reconciliation (35%):

• Uses information and requests received to process University Purchasing Card (PCard) reconciliation entries and expense reports in the Expenses module of EFS in accordance with established policies and business processes.
• Pursuant to established business procedures, collaborates with accounts receivable specialists to process unallowable expense transactions as needed (PCard-related) or process transactions related to returned goods and credit memos.
• Reviews service requests for PCard reconciliations and identifies and resolves routine irregularities.
• Ensures supporting documentation, such as receipts, are provided or created as instructed in University policies when reconciling PCards.

Professional Development (10%):

• Contributes to documentation of and participates in training for procedures for the Finance Operations Center.
• Identifies and participates in opportunities for cross‑training across Finance Operations Center functions to maintain adequate coverage of all functions.
• Completes professional development, education, and training activities, consistent with performing the responsibilities of the position. Completes continued learning and…