Accounts Payable Specialist

Purpose of this Position:

This position is responsible for the full-cycle operation of the Accounts Payable function, including invoice processing, voucher review, payment, and check runs. This position reports directly to the AVP and Controller. Role ensures the timely, accurate, and compliant processing of institutional payments while serving as the primary contact for Accounts Payable activities. This role leads and directs daily workflow, provides oversight to student employees assigns tasks and duties, and supports financial operations in collaboration with the Controller. The position serves as a primary liaison to all university departments, vendors and leadership. Position is responsible for educating leaders on university accounts payable and spending policies, contributes to process improvements, and assists with reconciliations, reporting, and audits.

Distinguishing Characteristics:

This individual contributor position is responsible for end-to-end Accounts Payable processing and coordination. The role generally operates in a self-directed manner with significant independence, executes core payment functions including check runs, and serves as the first point of escalation for Accounts Payable-related issues.

Essential Duties:

1. Perform full-cycle Accounts Payable processing and payment execution, including invoices, vouchers, reimbursements, wire transfers, check runs, ACH payments, and student refunds, ensuring accuracy, proper approvals, documentation, coding, and compliance with institutional policies and internal controls.
2. Coordinate and manage daily Accounts Payable operations and workflow, prioritize workload to meet deadlines and service levels, serving as the primary operational contact for campus departments and external vendors, and independently resolving payment discrepancies, vendor issues, and processing delays using established policies and professional judgment.
3. Provide functional supervision and work direction to student employees, including assigning and prioritizing tasks, training, and reviewing work for accuracy, completeness, and adherence to established procedures.
4. Ensure compliance, audit readiness, and financial integrity of Accounts Payable activities, including maintaining accurate records and vendor files, supporting tax reporting, assisting with audit requests, and applying institutional policies and internal controls with appropriate judgment.
5. Collaborate with Finance leadership and campus partners while driving continuous improvement, including working with the Controller on operational issues and issue resolution, providing documentation and input for reconciliations, ProCard review and technical accounting support, and proactively identifying, evaluating, and recommending process improvements for approval prior to implementation.

Required Knowledge, Skill And Abilities:

1. Strong knowledge of Accounts Payable processes and accounting principles
2. Demonstrated ability to think proactively and contribute to continuous improvement of Accounts Payable processes by identifying inefficiencies and developing recommendations. Ability to evaluate and present solutions to the Controller for approval, ensuring alignment with institutional policies and internal controls.
3. Ability to independently manage full-cycle Accounts Payable operations
4. Strong attention to detail and accuracy
5. Excellent organizational and time management skills
6. Strong communication and customer service skills
7. Ability to provide work direction and oversight to student employees
8. Ability to apply institutional policies and internal controls with sound judgment
9. Ability to resolve complex issues independently
10. Proficiency in Excel and financial systems

Ergonomic Requirements:

1. The ability to sit at a computer desk for extended periods of time.

Qualification Standards:

• Associate’s degree required, bachelor’s degree in accounting, finance, or related field preferred
• Minimum 3–5 years of experience in accounts payable or accounting
• Experience in higher education or similar institutional environment preferred
• Familiarity with ERP systems (Ellucian Colleague or similar) preferred

Western New England University is committed to enhancing diversity, equity, inclusion and belonging by acknowledging and embracing diversity of thought, opinion, and approach with colleagues regardless of background, culture, and organizational level. WNE encourages diversity in our job applicants to ensure the best culture and work outcomes.