Accounts Payable Specialist II (Extended Temporary Employment) (Multiple Positions)

The Accounts Payable Specialist II assists in the departmental mission of processing accounts payable invoices and reimbursements. Daily oversight of work assignments includes policy compliance and the integrity of financial transactions in compliance to federal, state, and IRS regulations. The primary function of this incumbent will be processing vendor invoices and reimbursements. This position requires a conscientious individual who will display a high degree of professionalism and possesses skills in setting priorities while performing a wide variety of duties, under the supervision of an Accounts Payable Manager and/or supervisor.

When you join our team, you will be part of a smart, driven team that thrives on solving complex problems. This position manages personnel, data, and processes associated with the Finance & Budget Division. Critical reporting and analysis processes of the Division include, but are not limited to: University leadership strategic reporting analysis and decision-support, the Annual Comprehensive Financial Report, the annual All Funds planning process, the Annual Operating Budget, Bond Issuance, Payroll, student billing and collection, and strategic business operations support.

This is an Extended Temporary Employment (ETE) position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Accounts Payable Processing:

• Performs accurate and timely preparation, research, and processing of a wide range of Accounts Payable transactions on behalf of the University, ensuring compliance with institutional policies, applicable State and Federal regulations, and audit standards. Processes include, but are not limited to:
  • Purchase Order (PO) review, matching, and invoice validation and entry.
  • Disbursement Voucher review and processing.
  • Check, ACH, Wire/draft and virtual card validation, issuance, distribution, and reconciliation.
  • Credit memo application.
• Resolves issues related to outstanding invoices, credits, and unpaid balances; takes appropriate corrective actions to ensure timely resolution.

Policies and Procedures:

• Applies an in depth understanding of institutional policies, as well as federal and state regulations, to ensure all financial transactions and documentation are compliant and audit-ready.
• Maintains up-to-date knowledge of procedural changes and regulatory updates to support continuous improvement and mitigate risk.
• Supports refining internal workflows and documentation to enhance efficiency, accuracy, and accountability in Accounts Payable operations.

Vendor and Department Relations:

• Acts as a point of contact for vendors and campus departments regarding payment inquiries.
• Collaborates with vendors and stakeholders to research and resolve payment discrepancies, verify documentation, and maintain strong working relationships.
• Leverages financial systems and reporting tools to investigate invoice issues, monitor payment status, and support reconciliation efforts.
• Provides guidance and directs departments on payment procedures, documentation requirements, and policy compliance.
• Maintains communications records and resolutions for audit needs and continuous process improvements.

Accounts Payable Taxation:

• Reviews and applies tax coding to financial transactions to ensure accurate application of sales/use tax and compliance with 1099 and 1042-S tax reporting requirements.
• Ensures proper maintenance and accuracy of vendor and financial records for necessary tax collection and reporting.
• Ensures that documents are collected and maintained for auditing and reporting purposes.

Vendor Setup & Maintenance:

• Assists with onboarding new vendors, including collecting required documentation, verifying tax and payment information, and maintaining accurate vendor records in the financial system.

Knowledge, Skills, and Abilities (KSAs):

• Ability to effectively communicate with internal and external customers.
• Ability to maintain security sensitive data required for financial payment distribution.
• Knowledge of multiple payment methods.
• Ability to maintain attention to detail in a fast pace environment with repetitive work assignments.
• Excellent organization and time management skills.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• High school diploma and increasingly responsible office/clerical experience, which includes six months in a directly related function, and 3 years of relevant work experience; OR, Any equivalent combination of experience, training and/or education.

• Working experience in payment policies and procedures.
• Data entry experience.
• Experience with Microsoft Office 365 including Word, Excel, and TEAMS.