Accounts Payable & Purchasing Assistant

Part-Time Accounts Payable & Purchasing Assistant: The Assistant provides transactional and administrative support to the University's Accounts Payable and Purchasing functions. The position performs routine processing only; review, approval, and authorization remain with authorized personnel.

Responsibilities: Enter approved invoices into the accounting system, review them for required documentation, and follow up on missing items. Research invoice status and respond to routine vendor payment inquiries. Process routine purchase orders, monitor open orders, and obtain the documentation needed to close them. Gather quotations, approvals, and contracts required under University purchasing procedures. Prepare new vendor records and vendor information changes for independent review and release. Obtain and track W-9 forms and other vendor tax documentation, and support the annual 1099 process. Organize American Express and purchasing-card documentation and follow up on missing receipts. Maintain Accounts Payable and Purchasing files under University record-retention requirements and assemble documentation requested for audits. Assist with month-end processing and prepare routine reports and tracking documents. Escalate discrepancies, missing approvals, and potential policy exceptions to the supervisor.

Internal Controls: The position performs transactional processing only. Approval and release of payment rest with authorized personnel. Vendor additions and changes to vendor tax or banking information must be released by an individual other than the person who enters invoices. Maintain confidentiality of vendor, financial, employee, and University information.

Qualifications: High school diploma or equivalent. Prior experience in Accounts Payable, Purchasing, or comparable accounting work. Accuracy, attention to detail, and the ability to meet deadlines. Proficiency with Excel and Outlook. Ability to handle confidential financial information appropriately.

Preferred: experience with an enterprise resource planning system, with W-9 and 1099 reporting, or in higher education.Must be US work authorized