The Accounts Payable Specialist (APSpecialist) is responsible for receiving, processing, and validating invoicesand non-PO Payment Requests for all Vanderbilt University suppliers. The APSpecialist's processes are exceptionally thorough, with high attention todetail to ensure accuracy and limit errors.
The AP Specialist responds to vendor anddepartmental inquiries, researches/corrects discrepancies, and reconcilessupplier statements to ensure payments are current. The AP Specialist maintainsfiles and documentation thoroughly and accurately, in accordance withuniversity policy and accepted accounting practices, provides supportingdocumentation for audits and assists with other projects as needed.
As a member of the Purchasing and PaymentServices Team, the Accounts Payable Specialist assists in establishing andmaintaining strong, collaborative relationships with Vanderbilt's faculty,staff and students and identifies additional ways to be of service and ensure soundvendor relations. This position supports the success of a high-performingorganization by helping to champion and drive the full procure-to-pay process.
The Purchasing and Payment Services Team (PPS) serves as the single point of contact for all centralized procurement andpayment activities at the university, setting the overall strategy forVanderbilt University's purchases and payments. As part of the Division ofFinance, Purchasing and Payment Services provides an integrated approach topurchasing goods and services by connecting and integrating the procurementfunction to and throughout the entire supply chain processes within Vanderbiltto the final goods and services receipt process, and finally to payments issuedto suppliers.
Key Functions andExpected Performance:
Processes and accurately validateselectronic (imaged) supplier invoices and credit memos in the Oracle ERPSystem. Researches and resolves invoice errors, discrepancies, and validationholds to ensure the timely processing of invoices. Monitors AP shared emailinboxes on a coordinated schedule
Maintains excellent supplierrelations by serving as a primary point of contact for departmental andsupplier inquiries. Scans paper invoices to the Oracle imaging server on anas-needed basis. Tracks and provides supporting documentation for audits. Reconcilessupplier statements in an appropriate and accurate manner.
Reviews and processes non-POPayment Requests. Escalates unresolved issues and inquiries to Accounts PayableTeam Lead when applicable. Supports Accounting in the month end/year end closeprocess. Meets defined department goals and activity metrics. Seeksopportunities for continuing process improvement in terms of processes andcapabilities within this role and of the Finance group overall. Assists inspecial projects and additional duties as assigned
This position does not have regularsupervisory responsibility, though it may take lead with teams of peers bothwithin and across functions on specific projects. This position reports administratively andfunctionally to the Director of Payment Services.
Ahigh school diploma is required.
Collegecourses in accounting are preferred.
IOFMAccounts Payable Certification is preferred.
Experience and Skills:
At least two years of Accounts Payable experience is necessary.
Demonstrated experience in intermediate Excel andWord 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, generalledger 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 arange of people understanding their needs and goals, working cooperatively withothers as part of a team, rather than working separately or competitively ispreferred.
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.
About Vanderbilt University
Vanderbilt University, located inNashville, Tennessee, is a top-15 private research university offering a fullrange of undergraduate, graduate and professional degrees. Vanderbilt issituated on a 330-acre campus near the thriving city center, serving more than12,000 students and employing almost 7,000 facultyand staff. The university's students, staff, and faculty frequently citeNashville and the surrounding area as one of the many perks of being a part ofthe Vanderbilt community. VanderbiltUniversity is a place where your expertise will be valued, your knowledgeexpanded, and your abilities challenged. It is a place where your diversity issought and celebrated. Vanderbilt was recently named as oneof "America's Best Large Employers" and the top employer in Tennessee and theNashville metropolitan area in 2019 (Forbes).
About Vanderbilt Benefits
VanderbiltUniversity offers a competitive, flexible benefits package including health,dental, vision, life, accidental death & dismemberment, disabilityinsurance, paid time off, and a 403(b) retirement plan with employer match.Vanderbilt offers tuition assistance to employees, spouses, and dependent children.
Commitment to Equity, Diversity andInclusion
VanderbiltUniversity is committed to achieving the goal of a diverse and inclusiveacademic community of faculty, staff, andstudents. We seek individuals who are committed to this goal and our campusvalues.
Internal Number: 1900847
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.