Disbursements Assistant

Position Summary

Reporting to the Disbursements Manager, the Disbursements Assistant supports the University's Accounts Payable (Disbursements) Office and performs administrative duties in support of the activities of the Office. Duties include matching invoices to purchase orders, printing and distributing checks and direct deposits, reviewing escheat checks, reviewing Visual Compliance supplier sanctions, performing supplier statement reconciliations, managing departmental e-mails and help tickets, providing telephone and email customer service support for both University employees and suppliers, and serving as back-up for the Disbursements Manager.

This position is 35 hours/week

Duties and Responsibilities

• Match purchase order invoices in Concur system and send for department approval. If invoices do not match the Purchase Order, send to the Procurement Buyer associated with the purchase to request a change order from the appropriate department. Review system for duplicate invoices flagged by Concur and rectify problems quickly.
• Responsible for payment disbursement process which includes check runs, direct deposit feeds, and disbursement of checks. Run and analyze reports to verify payment totals are correct and confirm duplicate payments are not made. Provide documentation to Bursar's Office of student payments. Confirm proper approvals and signatures have been obtained prior to releasing payments and sending files to the bank. Review uncashed checks for possible escheatment as requested.
• Review NOVApay email account and help desk tickets, responding to all questions accurately and in a timely manner. This includes providing telephone and email customer service support for both University employees and suppliers.
• Review Visual Compliance supplier sanctions and alert managers if there is an issue with a supplier.
• Perform supplier statement reconciliations to ensure correct payment allocation, accurate invoice processing, and prompt resolution of discrepancies.
• Serve as backup to the Disbursements Manager and assist the Disbursements Specialists as needed.
• Responsible for updating and maintaining departmental procedures.
• Perform additional duties and assist with special projects as assigned.