Accounts Payable Coordinator

Definition of Classification

Reporting to the Accounting Manager, the Accounts Payable Coordinator is responsible for auditing, processing, and maintaining all non‑payroll disbursements for the University and its multiple campus locations. Working under limited supervision, this position ensures accuracy, compliance, and timely execution of accounts payable functions in alignment with University policies, state and federal regulations, ensuring strong internal controls. The coordinator serves as a key resource for departments across the institution administering and managing the University’s automated invoice and expense management systems, providing guidance on payment procedures, vendor documentation, tax requirements, and financial system processes.

This classification requires strong analytical skills, attention to detail, and the ability to manage a high volume of transactions while maintaining exceptional accuracy and confidentiality

• Audits all disbursement documents, including invoices, purchase orders, check requests, expense reports, contract payments, advances, and credit memos, to ensure accuracy, proper authorization, proper coding to the general ledger and complete supporting documentation.
• Operates and maintains the automated invoice management system, Emburse Invoice, including OCR ingestion, workflow routing, exception handling, vendor management, configuration of approval workflow routing, troubleshooting exceptions, and coordinating system updates.
• Reviews and processes employee and student expense reports through automated expense management system, Emburse Expense, ensuring compliance with University policies and procedures, including appropriate and reasonable out-of-pocket expense reimbursements, compliant corporate p-card transactions, workflow routing, troubleshooting exceptions, and coordinating system updates.
• Processes and reviews payment batches including voucher entry, check runs, ACH payments, purchase order three‑way matching, blanket purchase orders, recurring vouchers, ensuring timely and accurate disbursements across multiple campus locations. Accurately determines appropriate deferral and accrual of invoices according to proper fiscal period. Applies University fixed asset capitalization policies to disbursements.
• Establishes, updates, and maintains vendor records, ensuring compliance with University policies, W‑9 requirements, and state and federal reporting guidelines.
• Manages compliance and backup withholding processes for domestic and foreign payees, including analyzing foreign payments, assists with quarterly and annual state withholding reporting, and performs the University’s TIN‑matching process to ensure accurate reporting and adherence to IRS and state independent contractor regulations.
• Identifies and reviews independent contractor payments for reporting to government agencies. Preparations and distributes year‑end 1099 forms for appropriate reporting to taxing authorities.
• Compiles, calculates, and applies sales and use tax, ensuring proper tax treatment on all University purchases and maintains related documentation.
• Balances daily Accounts Payable activity by reconciling the AP subledger to the financial system, analyzes data through system‑generated reports and queries, and maintains organized documentation to support accurate financial reporting.
• Monitors outstanding AP items—including open purchase orders, unpaid invoices, vendor credits, duplicate payments, stale‑dated checks, student refunds, and advance balances—and coordinates with departments to research and resolve discrepancies.
• Investigates and resolves discrepancies, duplicate and missing payments, outstanding credits, inaccurate bank transactions, vendor disputes, and maintains professional vendor relationships.
• Provides guidance and training to employees on the University’s Emburse Expense and Invoice management systems, including proper procedures for entering invoices, coding expenses, and ensuring compliance with established accounts payable policies. Periodically schedules and conducts virtual training events. Prepares user guides for internal stakeholders.
• Sup…