Accounts Payable Specialist

Location:

Primarily remote however, will be expected to travel to Los Angeles, CA approx once per quarter

• The Accounts Payable Specialist coordinates and processes purchase orders, invoices, check requests and reimbursements for the DGSOM Dean’s Office. S/he ensures that expenses are in compliance with regulatory and policy requirements. S/he verifies that all the appropriate approvals and supporting documentation are in place prior to processing the transactions. S/he is responsible for accurate general ledger coding of all A/P transactions s/he processes.
• The specialist will make sure a collaborative relationship exists between the Dean’s Office, its vendors and internal customers. S/he ensures timely and accurate payment to the vendors. S/he resolves all queries of vendors and internal staff and customers. S/he will handle expense reimbursement requests promptly.
• The work of the specialist will involve resolving matters that come up with regards to compliance, general ledger coding issues and routing complicated invoices.

• Review, verify, prepare and process invoices and check and reimbursement requests
• Review, assemble, input, and supervise credit card statements, employee expenditure records and incoming bills for the required documentation before payment is made
• Ensure that all payments are made to comply with regulatory requirements and University policy
• Maintain files and documentation thoroughly and accurately, in accordance with University policy and accepted accounting practices
• Ensure accurate G/L coding for the befitting expense accounts
• Monitor accounts to ensure payments are up to date
• Receives, researches and resolves a variety of routine internal and external inquiries concerning account status, including communicating the resolution of discrepancies to appropriate persons.
• Communicate with vendors and internal customers and respond to inquiries
• Research and resolve invoice discrepancies and issues
• Prepare regular reports of the activities of accounts payable
• Collaborate with DGSOM unit directors and heads of departments to obtain consent on appropriate expenses
• Provide both internal as well as external customer services in an effectual and cost-effective manner
• Provide the supervisor with necessary suggestions to continuously improve and streamline processes
• Assist with other accounting duties and projects as needed

• BA/BS with a major in a related field and two years of experience in accounting operations or administrative analysis required
• Knowledge of and current hands‑on experience with fund accounting and regulatory compliance preferred
• Strong organizational and time management skills
• Strong analytical problem solving skills, basic accounting principles knowledge, documentation skills, research and resolution skills, data analysis and multi-tasking skills
• Thorough knowledge of applicable accounts payable/general ledger systems and procedures, financial chart of accounts and corporate procedures
• Ability to communicate effectively, collaboratively and professionally
• Team player with a strong desire to learn new skills