Accounts Payable Specialist

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Job Description Summary

The Accounts Payable Specialist serves as a shared resource between Payment Services and Campus Financial Services (CFS), providing high-quality transactional processing, compliance support, customer service, and financial operations support. The position is responsible for processing and validating Accounts Payable and other assigned transactions in accordance with federal and state tax regulations, University policies and procedures, established Procurement and Payment Services (P2P) procedures, and applicable internal control requirements.
The position applies sound judgment and critical thinking to resolve transactional issues, investigate discrepancies, identify exceptions, and provide timely and accurate guidance to internal and external stakeholders. This position supports CFS by processing assigned invoices and expense-related transactions, monitoring financial activity, responding to customer inquiries, and educating CFS colleagues on P2P processes. As a shared resource, the position also performs assigned Payment Service transactional activities based on business needs, workload, transaction volumes, and established priorities. These responsibilities may include invoice and expense report processing, match exception processing, and other duties that support department operations.
The position identifies opportunities to improve processes, reduce rework, strengthen internal controls, and increase operational efficiency. The position also assists the Assistant Director or Director of P2P Operations with special projects, process improvements, and operational initiatives designed to enhance service delivery and strengthen the procure-to-pay environment.

Job Description

Essential Functions:

• Process and analyze financial transactions, such as invoices, expense reports, student disbursements, customer invoices, etc., to ensure compliance with applicable federal and state tax regulations, University policies and procedures, P2P policies and procedures, and established internal control requirements.
  
  
• Review supporting documentation, electronic transactions, worktags, tax treatment, purchase order information, and other required information for accuracy and completeness; identify discrepancies, exceptions, or transactions requiring additional review or escalation.
  
  
• Research, interpret, and apply tax regulations to transactional data to determine potential taxable income implications, and apply established procedures when processing transactions.
  
  
• Process assigned Campus Financial Services invoices and support related financial activities, including monitoring open invoices, tracking outstanding liabilities, performing monthly Purchasing Card (PCard) reconciliations, and assisting with monthly financial reports.
  
  
• Perform assigned P2P transactional activities based on workload, business needs, and established priorities. Activities may include invoice processing, expense report processing, transaction research, transaction management, customer inquiries, reconciliations, and other routine transactional responsibilities.
  
  
• Build and maintain effective relationships with Campus Financial Services customers, University departments, suppliers, and external partners by providing exceptional customer service, responding to inquiries, and educating stakeholders on Procurement and Payment Services policies and procedures.
  
  
• Identify opportunities to reduce errors, improve processes, recommend solutions to reduce rework, improve transaction quality, strengthen internal controls, and enhance operational efficiency.
  
  
• Follow established segregation of duties and internal control requirements, including appropriately escalating transactions or activities that require independent review, approval, or additional oversight.
  
  
• Assist with the development and maintenance of travel, business expense, Accounts Payable, and other applicable procedures; participate in departmental initiatives and special projects as assigned.
  
  
• Serve as the designated P2P contact for assigned supplier and customer relationships supporting Campus Financial Service operations.
  
  
• Attend required meetings, trainings, and perform other P2P and CFS duties as assigned.
  
  

Other Functions:

• Assist team members with complex transactional processing issues and provide guidance on Procurement and Payment Services processes.
  
  
• Maintain a working knowledge of Procurement and Payment Services policies, procedures, and systems to support effective decision-making.
  
  
• Develop and maintain an understanding of Campus Financial Services customer operations to effectively support their financial and procurement needs.
  
  
• Collaborate with P2P and CFS to identify workload, service, and process issues and support continuous improvement efforts.
  
  

Required Education, Knowledge, Skills, Abilities:

• Associate's degree in Business, Accounting, Finance, or a related field and two years of relevant professional experience; or an equivalent combination of education and experience.
  
  
• Experience working in a high-volume Accounts Payable or financial operations environment.
  
  
• Demonstrated knowledge of customer service principles and relationship management.
  
  
• Strong analytical, organizational, and problem-solving skills.
  
  
• Excellent verbal and written communication skills.
  
  
• Ability to prioritize multiple assignments while meeting established deadlines.
  
  
• Strong attention to detail and commitment to accuracy.
  
  
• Ability to exercise sound judgment and critical thinking when resolving complex issues.
  
  
• Ability to work independently and collaboratively in a team-oriented environment.
  
  
• Proficiency with enterprise resource planning (ERP) systems.
  
  
• Advanced proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and other business software.
  
  
• Proficiency using a 10-key calculator or numeric keypad.
  
  

Preferred Education, Knowledge, Skills, Abilities:

• Professional certification through the Institute of Finance & Management (IOFM) or another nationally recognized Accounts Payable or financial management organization.
  
  
• Experience working in higher education or another highly regulated financial environment.
  
  
• Experience with Workday Financial Management.
  
  
• Knowledge of procurement, travel, expense reimbursement, and Accounts Payable processes.
  
  

Accountabilities:

• This position is responsible for independently managing assigned responsibilities, exercising sound judgment in decision-making, maintaining the confidentiality of financial information, and ensuring work is completed accurately, timely, and in accordance with applicable laws, regulations, and University policies.
  
  
• As a shared resource, the position is accountable for effectively supporting both P2P and CFS. Work assignments and priorities will be established based on business needs, transaction volumes, service requirements, and the shared-service operating model.
  
  

Additional Job Description

Time Type Requirement

Full time Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.



Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.