Staff Accountant- Accounts Payable

Job Title: Staff Accountant - Accounts Payable

Reports to: Controller

Status: Full-time, Exempt

Work Location: Hybrid (2-3 days on campus)

General Description:

The Staff Accountant - Accounts Payable is responsible for ensuring the accurate and timely processing of payments to vendors, reconciling accounts payable to the general ledger, and maintaining detailed payment records. This role also provides general accounting support, assists with office functions, and ensures compliance with relevant financial policies and procedures.

Key Responsibilities:

Accounts Payable:

• Payment Processing: Verify, process, and issue authorized payments to vendors through checks, ACH transfers, and wires.
• Invoice Management: Review invoices and check requests for proper authorization and prevent duplicate payments by auditing vendor payment history.
• System Entry: Enter approved invoices, check requests, and student refunds into the accounts payable system/ERP, ensuring accurate coding (vendor numbers, purchase order numbers, general ledger accounts, etc.).
• Vendor Compliance: Manage W-9 compliance and track Sales & Use Tax flags.
• Reporting: Prepare and submit quarterly California Sales and Use Tax reports and 1099 forms for vendors. Generate payment reports, including checks, cash requirements, and open items.
• Student Loan Payments: Process Short-Term Student Loan fund checks for eligible students.
• Payment Follow-Up: Ensure timely disbursement of checks and ACH payments, follow up on unpaid vendor invoices, and forward abandoned property to the State of California.
• Record Maintenance: Attach check copies to source documents, create paid invoice files for the new fiscal year, and ensure proper document storage.

General Accounting Support:

• Banking: Update daily bank balances for approved NDNU banks in the Cash Report, ensuring accurate tracking of cash positions.
• Journal Entries: Enter and reconcile journal entries related to ACH payments, wire transfers, and other transactions. Prepare accrual entries for Accounts Payable related expenses.
• Prepaid amortization: Oversee the management and reconciliation of prepaid assets and expenses, prepare month-end amortization entries and corresponding reconciliation report.
• Program Administration: Support the administration of the Employee Visa Check Card program by setting parameters, mapping expenses to the general ledger, troubleshooting cardholder issues, and ensuring compliance with university policies. Review card expenses and supporting documents, request necessary approvals, process payments, and perform monthly reconciliations.
• Fixed Assets: Manage fixed asset accounting and prepare the depreciation schedule in accordance with University policy.
• Audit Support: Assist with audit preparation by preparing necessary reports, schedules, and performing account analyses as requested to ensure smooth and efficient audits.

Office Support:

• Document Management: Open, date-stamp, and process A/P mail. Maintain accurate filing systems for open invoices, purchase orders, and related documents.
• Supply Management: Ensure adequate supplies of checks, forms, and envelopes for Accounts Payable.

Policy and Procedure Adherence:

• Policy Knowledge: Stay informed about University policies and procedures related to finance and Accounts Payable.
• Staff & Vendor Support: Provide guidance to staff and vendors on policy questions and issues.
• Process Improvement: Suggest and implement improvements to enhance efficiency and accuracy in A/P processes.

Additional Responsibilities:

• Assist the Controller and Assistant Controller with special projects as required.
• Other Duties as assigned

Qualifications:

• Education: Bachelor’s degree in Accounting, Finance, or a related field preferred.
• Experience: Strong knowledge of Accounts Payable, general accounting, auditing, and internal control procedures. A minimum of 3 years of experience in accounts payable operations is preferred.
• Technical Skills: Proficient in accounting software, Microsoft Excel, and other office applications. Experience with university or nonprofit accounting systems is a plus.
• Analytical Abilities: Strong attention to detail, with the ability to reconcile accounts and analyze financial data.
• Communication Skills: Excellent written and verbal communication skills with a strong customer service orientation.
• Time Management: Ability to manage multiple tasks, prioritize work, and meet deadlines in a fast-paced environment.
• Team Player: Ability to work collaboratively with other departments and assist in a variety of office functions as needed.

Attributes for Success:

• Problem-Solving: Able to identify issues and proactively resolve them.
• Adaptability: Willingness to take on additional responsibilities and adapt to changing priorities.
• Process-Oriented: Focused on ensuring accuracy and compliance in all aspects of accounts payable and accounting support.
• Professionalism: Maintain a high level of professionalism, confidentiality, and integrity in all interactions with staff, vendors, and external parties.

Application Procedures: 

NDNU is committed to providing an educational environment that supports a diverse student population. The required application materials for this position are (1) a Resume/CV and (2) a cover letter. In your cover letter, please include information about your experiences working in a diverse environment and what qualities you would bring to support this commitment to inclusive excellence at NDNU. All finalists will be asked for three work references with their contact information; at least one reference should be from a supervisor.

EEOC Policy:

The University is an equal-opportunity employer firmly committed to non-discrimination in hiring and other employment practices and personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer- related or genetic condition), disability and/or any another status protected by law. When necessary, the University will reasonably accommodate individuals with disabilities if they are otherwise qualified to perform all essential functions of the position safely and if it will be done without undue hardship to the University.