Sr. Accounts Payable Specialist at Providence College (RI) – Providence, Rhode Island

Assist in the day-to-day operations of the Accounts Payable department, ensuring timely and accurate payment of the College’s obligations, compliance with IRS reporting requirements, and maintaining accurate financial records.

ESSENTIAL DUTIES:

1. Review and verify large volume of invoices for proper documentation, ensuring compliance with college policies and accounting standards. Match invoices to purchase orders. Collaborate with departments to ensure proper coding and authorized signatures are present. Ensure W-9 and W-8BEN forms are collected and are accurately completed and assess whether IRS 1099 compliance reporting requirements are applicable. (35%)
2. Prepare and process timely payments to vendors, employees (reimbursements), and students (refunds). Maintain accurate records of accounts payable transactions, ensuring all data is accurately entered and scanned into the accounting system. Upload check files to Santander system via bank portal. Reconcile check run batches. (25%)
3. Manage external vendor and internal department inquiries and independently research and resolve issues related to vendor invoicing, payments, and discrepancies. Address inquiries from employees and students relating to reimbursements and refunds. Reconcile vendor statements with accounts payable records. (20%)
4. Assist in the annual audit process and provide required payables documentation to external auditors. Assist with the year-end closing process including determination of correct fiscal year for invoices (prepaids/accruals). Assist with annual 1099 filing. (15%)
5. Assist with special projects and with streamlining and improving accounts payable processes for greater efficiency. (5%)

MARGINAL DUTIES:

EDUCATION AND EXPERIENCE REQUIRED:

• High school diploma required. Associate’s degree in business (accounting or finance) preferred.
• Three to five years’ experience in an accounts payable environment or an equivalent combination of education and experience.
• Proven experience in accounts payable with advanced knowledge of accounts payable processing including proficiency in accounts software and knowledge of best practices.
• Solid knowledge of IRS compliance reporting requirements including W-9, W-8BEN, and 1099NEC and 1099MISC.
• Strong attention to detail and accuracy. Advanced skills in organization and time management.
• Advanced effective written and oral communication skills.
• Advanced abilities to manage multiple tasks, shift priorities, and meet deadlines.
• Intermediate experience with Excel, Word, and Outlook.
• Intermediate use of data transfer technology.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

EEO STATEMENT:

Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time-to-time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.