Specialist, Accounts Payable

Specialist, Accounts Payable

Company:
Austin Peay State University

Job Location:
Clarksville, 37044

Category:
Business and Financial Services

Type:
Full-Time

Job Description

The Specialist, Accounts Payable is responsible for reviewing and processing travel documents and invoice payments, ensuring adherence to applicable regulations, processes and guidelines. Position is responsible to review invoices for assigned vendors, travel expense reports, travel authorization requests, and related documentation. Will provide guidance and support to assigned vendors and travelers. Assist in resolving travel-related issues and maintain accurate records for auditing purposes.

Primary Duties and Responsibilities

• Review invoices and travel authorization requests, expense reports, receipts, University Corporate Card transactions, and other supporting documents for accuracy, completeness, and compliance with university travel policies and procedures.
• Ensure adherence to state and federal travel regulations, as well as internal travel policies, by conducting thorough reviews and audits of travel documents.
• Verify the accuracy of travel expenses including transportation, accommodations, meals. and incidentals by cross-checking against receipts, corporate cards, and applicable travel guidelines.
• Identify and resolve travel compliance issues and discrepancies by communicating with travelers and relevant departments, providing guidance on corrective actions, and ensuring timely resolution.
• Maintain accurate and organized records of travel documents. approvals, and supporting materials for auditing and reporting purposes.
• Prepare regular reports on travel compliance activities, including trends. findings, and recommendations for process improvements.
• Assist In developing and delivering training programs and workshops on travel policies, procedures, and compliance requirements to ensure awareness and understanding among university travelers.
• Utilize travel management software and systems to process and track travel documents, generate reports, and maintain data integrity.
• Stay informed about changes in travel regulations, industry best practices, and emerging technologies to propose improvements to travel policies, processes, and systems.
• Process payments for travel advances, invoices related to travel, air, hotel reservations, individual and university memberships and any other vendors assigned.

Knowledge Skills and Abilities

• Knowledge of travel regulations and policies, accounting/bookkeeping, including federal and state guideline
• Excellent attention to detail and strong analytical skills
• Strong organizational and time management skills to handle multiple tasks and meet deadlines
• Excellent verbal and written communication skills
• Ability to work as part of a team

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Minimum qualifications

• Minimum of one (1) year previous experience performing related work; preferably in higher education.
• Proficient in using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong 0rganlzational and time management skills to handle multiple tasks and meet deadlines
• Strong customer service orientation and Interpersonal skills to interact effectively with travelers
• Familiarity with travel expense reporting systems and software is preferred