The Trustees of Columbia University in the City of New York Accounts Payable Officer in the Financial Planning Office in New York, New York
Job Type: Officer of Administration Bargaining Unit: Regular/Temporary: Regular End Date if Temporary: Hours Per Week: 35 Salary Range: $58,500 - $68,000 Position Summary Reporting to the Director of Accounts Payable and Purchasing, the Accounts Payable Officer serves as the point person for high volume departmental activities involving all administrative and financial related matters, including accounts payable, CONCUR travel and expense reporting, purchasing and competitive procurement, working closely with Executive Education. The Accounts Payable Officer will serve as a point person as needed and assigned to administrative staff, clients/vendors as well as senior leadership, monitoring Departmental requests, anticipating needs, advising on procedures and policies, and ensuring compliance with university purchasing standards, rules, and regulations. Responsible for staying strictly updated on University policies and procedures. The ideal candidate must possess strong customer service and project management skills. Responsibilities Responsible for the accurate and prompt processing, verification, and coding of expenses for all AP invoices, TBERs (travel and business expense reimbursements), check requests, travel advances, wire transfers, in the Accounts Payable System (ARC) from the time the invoice is received at the Financial Planning Office (FPO) until the corresponding check is drawn. Adhere to and enforce a complex set of University policies and procedures, and hold full responsibility for compliance. Review ARC daily for rejections, corrections, vendor maintenance, and voucher holds. Monitor invoice aging in ARC and ensure prompt payment of invoices. Resolve inquiries on payment status for internal and external customers. Ensure the timely and accurate auditing and approval of vouchers processed. Research and reconcile discrepancies and disagreements between external vendors, faculty, staff, and students regarding the status of their accounts. Enter cash and check deposits and once approved, complete required filing procedures. Pick up and distribute mail, daily. Interpret established University and School accounting policies for faculty, staff and students concerning reimbursement of business travel expenses and payments to outside vendors. This may include written policy statements for distribution to all School employees and providing individual guidance for specific transactions. Assist with Business School vouchers or other forms of "credit" distribution for approved purchases, and field questions or concerns students and staff may have. Independently identify, research and resolve any discrepancies discovered in the reconciliation process for Executive Education. This includes interpreting financial, and other reports, understanding systems interactions. Maintain constructive working relationships with University and CBS coworkers and provide constructive feedback regarding Accounts Payable and Procurement processes. Participates in special Executive Education projects as directed, such as audit of expenses and specific reviews, such as travel Responsible for obtaining and maintaining all information needed for creating and submitting requisitions for Executive Education administrative Purchase Orders. Establish and maintain good working relationships with the University's Directors of Accounts Payable, Procurement and General Accounting. Consult with these offices to clarify University policies and procedures for School faculty, staff, and students. Perform other duties as needed and assigned. Minimum Qualifications Bachelor's degree and/or equivalent related experience required. Minimum 0-2 years of related experience. Proven experience in the daily processing of large batches of vouchers. Must have knowledge of generally accepted accounting and financial practices (GAAP) to manage and process accurate and timely payments to our customers both external and internal. Must be computer literate, proficient in MS Office applications and have familiarity with Enterprise Financial Systems. Able to communicate effectively both verbally and written across all levels of the Business School and the University. The Accounts Payable Officer must be able to work independently, maintain confidentiality, always make decisions under pressure and exercise tact and diplomacy. Preferred Qualifications 2 years of experience preferred. Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.