Accounts Payable And Pcard Coordinator

Job Summary:

Process vendor payments, reconcile vendor statements, manage rush check requests as necessary, and all verbal and written communication with vendors for multiple legal entities. Ensure accurate and timely creation and updating of vendor and accounting records, including the Vendor Master Database. Maintain and file vendor backup documentation, including W?9 forms, and manage the processing of 1099 forms and W?8BEN Forms. Provide excellent customer service in assisting students, parents, external customers, and HPU staff via face?to?face or telephone interactions or written email or letter communications.

Acting as a software administrator, process Purchasing Card (PCard) requests for additions, changes, and deletions. Provide customer service for PCard holder questions, charge/decline issue resolution, and help ensure compliance to HPU PCard policy. Review departments' PCard submissions. Participate in Ellucian (Banner) AP module software testing, evaluation, and process improvements.

Qualifications:

Minimum Qualifications:

• Two (2) years of Accounts Payable (AP), PCard, or Accounting experience OR Two (2) years of college education, vocational school, or Associates Degree in the area of Accounting or Business Administration.

• Two (2) years of experience with computerized accounting programs.

•  Customer Service experience.

•  Demonstrated understanding and utilization of functionality in Microsoft Excel and Word.

• Excellent interpersonal and written and oral communication skills.

Desired Qualifications:

• Two (2) years of Customer Service experience.

• Ellucian (Banner) Software experience.

• Higher Education and/or non-profit organization experience.

• Detail oriented, ability to proactively follow up and resolve issues.

• Four (4) years as a full charge Accounts Payable and Purchasing Card Administrator in a medium to large organization.

Other Qualifications:

• Candidates must be legally authorized to work in the United States.  Visa sponsorship and relocation allowance is not available for this position.

• Report to work obligations to support the department and may require work during HPU's winter break, if necessary.

• Must meet training and background check qualifications and comply with the Protection of Minors policy.

• Able to work all shifts and extended hours.

• Upon hire, candidate must have reliable transportation to all HPU worksites and other locations as required by the position.

• Successful candidate will be able to work in an environment that utilize excellent time and stress management skills.

Key Responsibilities/Essential Job Functions:
1.Accounts Payable Responsibilities (40%)

• Prepare all invoices for payment for vendors, including Financial Aid refunds to students.

• All RUSH items should be input for payment first, these items would include Financial Aid refunds, Student refunds, Bank Transfers, and other payments requested as rush by individuals.

• Input all approved PO's and invoices for vendors into Banner.

• The rush payments should be entered first so that the payment can be generated.

• Cut checks and send for approvals. Upon return, mail or return checks to the requestor.

• Sort and distribute all US and interoffice mail to the Business Office staff.

• Date stamp and distribute mail to other departments for approvals or sort for payment.

• Print out and distribute purchase orders, if any, to all departments. Maintain a numerical filing system of all purchase orders.

• Review monthly statements from vendors and check if all outstanding amounts have been paid by HPU. Check vendor history to verify invoice status; if invoice is still outstanding or has been paid. Contact vendor for a copy if the invoice can't be located.

• Review internal AP reports to ensure outstanding invoices and/or checks are voided/reissued as necessary.  Assist with escheatment process as required.

• Prepare JE work papers and submit to Accountant for input into Ellucian (Banner) monthly.

• Order supplies for the Business Office as needed.

• Fill in when the other Accounts Payable/PCard Coordinator is absent or on leave and perform tasks assigned to that individual.

• Process payments upon due dates and or by request for payments.

• Process 1099 forms, W-8BEN forms, and other forms as necessary.

• Participate in Ellucian (Banner) AP module software testing, evaluation, and process improvements.  

 2. PCard Administration (30%)

• Serve as PCard software administrator.

• Process upload of all PCard data to general ledger for posting monthly.

• Process all PCard user requests and issue PCards to new users.

• Provide PCard policy and procedure training to new PCard users prior to issuing new PCards.

• Set all PCard limits and business rules according to HPU policies, procedures, and guidelines.

• Monitor all PCard activity for compliance with HPU policy and procedures.

• Change or correct PCard limits and parameters as needed.

• Provide notification to PCard users and their managers of violations of PCard policy and procedures and, when necessary, cancel cardholder's PCard.

• Contact the PCard provider to resolve PCard use, charge, credit, and other problems. 

 3. Customer Service & General Office Support (25%)

• Assist students, parents, external vendors, and HPU staff with processing and paying vendor invoices and or student refunds.

• Handle all verbal and written communications with vendors in reference to outstanding accounts and resolving vendor payment issues/discrepancies.

• Train new hires on the AP and PCard processes.

• Check Business Office email account and forward to appropriate functional area within the Business Office.

• Pick up and sorting of mail and faxes.

• Performs other duties as assigned by the Financial Grants Management/Accounts Payable Manager.

 4. Performs other related duties as assigned (5%)

• Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.

• Assists with seasonal peaks.

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.

Hawai'i Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of race, color, national origin, sex, disability, age, genetic information, sexual orientation, gender identity/expression, marital status, or any other protected class covered by state and federal law. Hawai'i Pacific University encourages applications from veterans and individuals with disabilities. A pre-employment background investigation is performed on candidates selected for employment.