This position is part of a team in Accounts Payable that provides payment services to the University. These services include payment cards, expense reimbursements, supplier invoices, miscellaneous payments, wire payments and digital disbursements. This position is responsible for maintaining current knowledge of, interpreting and applying, applicable University policies and procedures as well as federal statutes related to taxable payments and independent contractor services. This position also assists with the implementation and testing of the University’s financial system, Workday, and other payment systems. This position interacts broadly with University departments, suppliers and with external payment support systems.
Major Responsibility: Review and approve for payment financial transactions (invoices, miscellaneous payment requests and reimbursements) in Workday. Research, analyze and resolve supplier payment problems and respond to supplier and payee inquiries.
- Analyze supplier invoice and expense transactions: ensure each transaction complies with university policies and federal statutes. Ensure appropriate spend categories are used to ensure financial reporting and Form 1099 reporting are accurate.
- Initiate contact with financial coordinators and cost center managers when routine transactions are not compliant with policies and/or when incorrect spend categories/worktags are used.
- Initiate contact with the Purchasing Department, when necessary, to resolve payment issues related to purchase orders.
- Research and resolve payment questions from University Departments and external suppliers. When possible, use the opportunity to inform these contacts of best payment practices.
- Work with the bank to stop and reissue check payments, do ACH reversals, resolve wire transfer issues, and evaluate positive pay file exceptions.
- Manage travel advances: ensure timely settlement within IRS guidelines; reconcile with the ledger
- Initiate check, ACH, and wire payments. Confirm integrations with the bank.
- Assist with the escheat project. Review unreconciled payments, contact payee to confirm receipt of payment, and minimize the number of payments that must be escheated.
- Assist with the data review, research, and correction for FORM 1099.
Major Responsibility: Support payments related to card services and travel paid directly by the University
Purchasing Card (PCard)
- Support the PCard functionality with Workday and the Pcard system: create/eliminate reporting departments, users, and approvers. Monitor and update spending profiles. Initiate contact with the PCard provider when assistance is required.
- Audit PCard transactions. Review audit results with the audit team and work with the team to communicate with PCard holders who do not comply with university policies.
- Reconcile PCard transactions to the monthly statement prior to payment.
- Train new card users and approvers during scheduled training sessions, as needed.
- Support the ClinCard system: create/eliminate new studies and payment schedules. Initiate contact with the ClinCard provider when assistance is needed.
- Reconcile the card inventory. Review funds balances, ensure sufficient funds on hand for payments.
- Reconcile monthly activity to ledgers. Initiate journal entries to charge payments.
- Train new card users as needed.
Digital Disbursements –
- Support the receipt and submission of the digital disbursements made via Zelle or other similar payment disbursement system.
- Reconcile as needed.
Travel Direct Bill
- Review requests for travel direct bill. Send approved requests to the travel agency. Assist departments with issues and reconcile monthly transactions.
Major Responsibility: Work collaboratively within Accounts Payable and within the University to ensure excellent customer service and back-up capability.
Maintain skills: Workday business processes, University policies and procedures, and other business skills.
- Keep up to date with new functionality and changes with Workday updates, attend Workday refreshers as appropriate. Participate in Workday testing during the twice-a-year updates.
- Regularly review University policies to ensure knowledge is up-to-date.
- In conjunction with your Manager, review business skills and determine opportunities for improvement through appropriate training sessions.
- Provide feedback and suggested changes to improve efficiency as needed.
Education and Experience
- Bachelor’s degree in a business or finance field and 1-2 years of accounting and/or accounts payable experience, or equivalent combination of education and experience.
- Strong computer skills including: Microsoft Excel, and Google Docs. Ability to quickly learn new software systems.
- Strong math skills
- The ability to organize and handle a number of tasks simultaneously in an environment where regular interruptions are normal.
- The ability to work independently, prioritizing and organizing the workload to meet constant deadlines.
- Excellent customer relation and communication skills.
- Ability to work within a team structure and cross train within the Accounts Payable.
- Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment.
All offers of employment are contingent upon asuccessful completion of a background check and education verification.
Recruiting Start Date:
Job Posting Title:
Senior Accounts Payable Specialist
Office of the Controller
Scheduled Weekly Hours:
Position Work Location:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
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