The Accounts Payable Specialist (AP Specialist) is responsible for receiving, processing, and validating invoices and non-PO Payment Requests for all Vanderbilt University suppliers. The AP Specialist's processes are exceptionally thorough, with high attention to detail to ensure accuracy and limit errors.
The AP Specialist responds to vendor and departmental inquiries, researches/corrects discrepancies, and reconciles supplier statements to ensure payments are current. The AP Specialist maintains files and documentation thoroughly and accurately, in accordance with university policy and accepted accounting practices, provides supporting documentation for audits and assists with other projects as needed.
As a member of the Purchasing and Payment Services Team, the Accounts Payable Specialist assists in establishing and maintaining strong, collaborative relationships with Vanderbilt's faculty, staff and students and identifies additional ways to be of service and ensure sound vendor relations. This position supports the success of a high-performing organization by helping to champion and drive the full procure-to-pay process.
About the Work Unit:
The Purchasing and Payment Services Team (P PS) serves as the single point of contact for all centralized procurement and payment activities at the university, setting the overall strategy for Vanderbilt University's purchases and payments. As part of the Division of Finance, Purchasing and Payment Services provides an integrated approach to purchasing goods and services by connecting and integrating the procurement function to and throughout the entire supply chain processes within Vanderbilt to the final goods and services receipt process, and finally to payments issued to suppliers.
Key Functions and Expected Performance:
Processes and accurately validates electronic (imaged) supplier invoices and credit memos in the Oracle ERP System. Researches and resolves invoice errors, discrepancies, and validation holds to ensure the timely processing of invoices. Monitors AP shared email inboxes on a coordinated schedule.
Maintains excellent supplier relations by serving as a primary point of contact for departmental and supplier inquiries. Scans paper invoices to the Oracle imaging server on an as-needed basis. Tracks and provides supporting documentation for audits. Reconciles supplier statements in an appropriate and accurate manner.
Reviews and processes non-PO Payment Requests. Escalates unresolved issues and inquiries to Accounts Payable Team Lead when applicable. Supports Accounting in the month end/year end close process. Meets defined department goals and activity metrics. Seeks opportunities for continuing process improvement in terms of processes and capabilities within this role and of the Finance group overall. Assists in special projects and additional duties as assigned.
Supervisory Relationship:This position does not have regular supervisory responsibility, though it may take lead with teams of peers both within and across functions on specific projects.This position reports administratively and functionally to the Director of Payment Services.
Education and Certifications:
A high school diploma is required.
College courses in Accounting are preferred.
IOFM Accounts Payable Certification is preferred.
Experience and Skills:
At least two years of Accounts Payable experience is necessary.
Demonstrated experience in intermediate Excel and Word applications is necessary.
Time management skills and the ability to work independently as well as in a team environment is necessary.
Experience working with invoice processing platforms and ERP systems (e.g. Oracle, Concur, Basware, or OCR Scanning) is preferred.
Experience in an internal service delivery role, working with stakeholders and delivering results, is preferred.
General knowledge of accounting principles, general ledger and purchasing processes is preferred.
General understanding of Enterprise Resource Planning (ERP) systems and Optical Character Recognition software is preferred.
Ability to build and maintain effective working relationships with a range of people understanding their needs and goals, working cooperatively with others as part of a team, rather than working separately or competitively is preferred.
Openness to change, adapts, and works effectively in a variety of situations, individuals or groups is preferred.
Ability to understand and appreciate different and opposing perspectives on an issue is preferred.
Strong interpersonal skills and the ability to develop and maintain relationships with key stakeholders is preferred.
Proven detail oriented work style in collaboration with effective written and verbal communication skill is preferred.
Key Characteristics of a Successful Team Member in this Work Unit:
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn't expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other's strong suits.
Internal Number: 1800596
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.