Accounts Payable Coordinator IV

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500105 Clinical Engineering

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

Prepares, records, verifies, analyzes and reports accounts payable/receivable transactions. Pays vendor invoices and receives and posts customer payments on a timely basis. Maintains and reconciles accounts payable/receivable ledger accounts, financial statements and reports. Prepares analyses and reconciliations of bill runs to detect fraud. Ensures that transaction entry verification procedures are followed. May prepare and deliver low-volume customer billing and respond to resulting queries.

ESSENTIAL FUNCTIONS

• Processes invoices for payment as appropriate. Determines and confirms appropriate coding and enters data into systems in a timely and accurate manner. Monitors workflows/work queue to ensure any rejects or problems are resolved in a timely manner.
• Resolves invoicing and payment problems, including timely and professional responses to all phone calls, emails, and faxes. Follows up thoroughly until items are processed and removed from supplier statement. Provides payment information to departments and suppliers, are necessary. Works with suppliers and departments to obtain additional information needed to process outstanding invoices and credit memos. Investigates and thoroughly researches transactions as needed. Works collaboratively with Purchasing and departments to resolve invoice discrepancies and payment delays. Ensures invoices and credit memos are processed in a timely manner. Prepares credit memos as needed to ensure overpayments, duplicate payments, and other unapplied cash with suppliers can be realized by UR.
• Reviews supplier statements for outstanding activity. Proactively works with critical suppliers regarding statements of open activity on a weekly basis. Provides status updates and discrepancy details, as well as working directly with departments and suppliers to resolve discrepancies in a timely manner. Reviews invoices older than one month to ascertain if previously processed and follows up with suppliers and departments as appropriate. Investigates invoice status to ensure there were no technical issues. Clarifies payment data with supplier and resolves misapplied payments. Verifies contact information, such as remit to address, phone, contact name, email address, electronic banking information, etc. with suppliers. Provides updates to appropriate AP staff. Participates in evaluation of suppliers to determine if invoices are being sent directly to AP and what obstacles may exist to transition them to sending directly.
• Actively participates in department/team staff meetings and training sessions. Serves as a resource for other staff. Provides training to new staff and re-trains or cross-trains existing staff. Assists in problem identification and resolution. Compiles and provides feedback to leadership regarding improving processes and updating policies. Creates and updates procedures and training guides in a timely manner. Assists in creating recommendations and the implementation of objectives, programs, and procedures to enhance services of the department.
• Participates in projects as assigned. Provides coverage on tasks for absences or heavy volumes in other areas. Assists in working with Purchasing to enhance relationships and ensure the best billing procedures are in place with University suppliers. Responsible for timely reporting to supervisors with regards to weekly productivity, recurrent department or supplier issues, supplier statement status and supplier credit hold situations.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 4 years of related work experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to thrive in a high-volume work environment required
• Excellent customer service skills required
• Superior organization skills required
• Proficiency with Microsoft Excel required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.