Job Description

Coordinator of Accounts Payable

Please see Special Instructions for more details.

Applicants must complete an online application, as well as upload supplemental documents, at in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records. If you have any questions about this position, please contact Alex Tran at (904) 620-2448, or [email protected].

Posting Details

Position Information

Job Title Coordinator of Accounts Payable Position Number 310700 Requisition Number B08123 Position Type Administrative Class Code 9972 Time-limited through N/A Type of Appointment Full-Time Faculty Position Sub-Type N/A Length of Appointment N/A Internal Recruitment? No Working Hours 8:00am-5:00pm Department Controller Organization Administration & Finance Office Division Administration & Finance College N/A Approved Hiring Salary Range $40,000 to Negotiable Pay Basis Annually Equal Opportunity
In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence in Diversity (HEED) Award, the only application-based national award for U.S. colleges and universities that exhibit an outstanding commitment to diversity and inclusion across their campuses. In addition, UNF ranked highest among the HEED institutions and was recognized as a 2020 Diversity Champion.

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida is an Equal Opportunity Employer and does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.
Carnegie
UNF is a Carnegie Community Engaged Institution. This designation celebrates the University's collaboration with community partners from the local to the global level. It reflects UNF's mission to contribute to the public good and prepare educated, engaged citizens.
Faculty Initiatives General Description / Primary Purpose
This position oversees direct pay invoices, vendor invoices, and domestic/international travel advances/reimbursements within Accounts Payable Department. This position processes refunds, stop payments and voids checks. This position assists with training new Accounts Payable staff members. This position serves as a customer service liaison for Accounts Payable area and the Controller's Office to assist with inquiries from both the campus community and external vendors.

This position supervises the Senior Accounts Payable Representative, which involves trouble shooting problems and following up to meet compliance deadlines. This position facilitates the EPayables program and monitors Concur utilization. This position will maintain P-Card integrity by reviewing monthly, quarterly, and annual transactions. This position will process approval of supplier banking information. This position will process monthly Cash Advance reconciliation. This position will review and process 1099's annually. The position serves as a back-up for the Accounts Payable Manager.

Essential Duties

Job Function
This position oversees direct pay invoices and assists with getting back-up from departments.
Percentage Of Time 4 Job Function
This position oversees domestic and international travel cash advances and travel, reimbursements.
Percentage Of Time 8 Job Function
This position reviews and updates travel policies & procedures.
Percentage Of Time 8 Job Function
This position validates Electronic Funds Transfer vendor information in Giact
Percentage Of Time 8 Job Function
This position facilitates the E-Payables program
Percentage Of Time 8 Job Function
This position processes refunds
Percentage Of Time 8 Job Function
This position processes Unclaimed Property requests
Percentage Of Time 4 Job Function
This position cancels/voids check when applicable in the University banking system
Percentage Of Time 4 Job Function
This position will assist the P-Card Coordinator/AP Auditor with the year-end accrual spreadsheet and daily audit
Percentage Of Time 4 Job Function
This position will interpret and apply Florida State Statues and Federal regulations as they relate to vendor payments and travel reimbursements, and confirm they are allowable payments with University and State funds
Percentage Of Time 4 Job Function
This position will willingly and enthusiastically participate in team building activities; and customer service and communication skills improvement workshops
Percentage Of Time 4 Job Function
This position will interpret and apply established University Board of Trustees and State Board of Governors policies relating to vendor payments and travel reimbursements
Percentage Of Time 4 Job Function
This position will monitor Concur utilization, including Duty of Care
Percentage Of Time 4 Job Function
This position serves as a back-up to attend staff, committee, and university community meetings in the AP Manager's absence
Percentage Of Time 6 Job Function
This position will approve all Annual and Sick Leave for the Senior Accounts Payable Representative.
Percentage Of Time 6 Job Function
This position serves as the back-up for the Sr. Account Payable Representative.
Percentage Of Time 8 Job Function
This position sends monthly P-Card report to Divisional Budget Officers
Percentage Of Time 3 Job Function
This position is responsible for understanding and analyzing the 1099 IRS rules and regualtions
Percentage Of Time 4 Job Function
This position issues 1099's on an annual basis
Percentage Of Time 1 Job Function
This position will serve as a member of the P-card team ensuring card integrity
Percentage Of Time 4

Posting Detail Information

Marginal Functions
This position will perform other duties assigned by the Accounts Payable Manager and Senior Accounts Payable Representative.
Required Qualifications
A Master's degree from a regionally accredited college or university in a directly related area of specialization; or a Bachelor's degree from a regionally accredited college or university and two years of experience directly related to the job functions.
Faculty Position Required Qualifications
n/a
Departmental Requirements
Bachelors degree is required, and two years of experience related to the job functions. This position will require basic English language writing skills for completion of various paperwork tasks. This position will require the ability to read customer checks, waivers, pending forms, and similar written material. This position will require the ability to work independently, and establish and maintain effective working relationships with other departments and University staff. This position will require the ability to maintain a pleasant disposition and positive attitude at all times. This position will require excellent customer service skills and the ability to communicate effectively, both written and orally, when dealing with students, coworkers, the university community in general, vendors, other agencies, etc. This position will require common sense with good judgment, be a self-motivated team player, and a flexible person who understands balancing customer service requests with risks associated with granting them. This position will require the ability to work under pressure and employ good problem-solving techniques in order to deal effectively and diplomatically with others. This position will require knowledge of procedures, policies, and deadlines associated with Accounts Payable and in the Controller's Office. This position requires the ability to perform duties in confined spaces.
Statement(s) of Understanding Definition
This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a "Responsible Employee" pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University's Title IX Administrator or any divisional Title IX Coordinator.
Required Licensure or Certification
N/A
Machines/Equipment used regularly
Computer, copy machine, fax machine, telephone, calculator, scanner
Anticipated Start Date 11/28/2022 Job Posting Date 10/24/2022 Application Review Date Application Deadline Open Until Filled Yes Point of Contact Information Alex Tran, (904) 620-2448 Hiring Official LeAnne Thomas, (904)620-1093 Location if not Jacksonville N/A Special Instructions
Applicants must complete an online application, as well as upload supplemental documents, at in order to be considered for this position. Applicants who do not apply online and/or upload all the required documents will not be considered for this position. Once you submit both your completed application and uploaded documents you will receive a confirmation number. Keep the confirmation number for your records. If you have any questions about this position, please contact Alex Tran at (904) 620-2448, or [email protected].
Quicklink

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

Resume

Cover Letter/Letter of Interest

Optional Documents

This job was posted on Sun Mar 19 2023 and expired on Thu Mar 30 2023.

Minimum $11K /yr

$38K /yr Average

Maximum $340K /yr

Tasks

Operate computers programmed with accounting software to record, store, and analyze information.

Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.

Comply with federal, state, and company policies, procedures, and regulations.

Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.

Receive, record, and bank cash, checks, and vouchers.

Code documents according to company procedures.

Perform financial calculations, such as amounts due, interest charges, balances, discounts, equity, and principal.

Reconcile or note and report discrepancies found in records.

Perform general office duties, such as filing, answering telephones, and handling routine correspondence.

Access computerized financial information to answer general questions as well as those related to specific accounts.

Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.

Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.

Match order forms with invoices, and record the necessary information.

Perform personal bookkeeping services.

Prepare and process payroll information.

Prepare bank deposits by compiling data from cashiers, verifying and balancing receipts, and sending cash, checks, or other forms of payment to banks.

Compute deductions for income and social security taxes.

Calculate and prepare checks for utilities, taxes, and other payments.

Monitor status of loans and accounts to ensure that payments are up to date.

Reconcile records of bank transactions.

Compile budget data and documents, based on estimated revenues and expenses and previous budgets.

Compare computer printouts to manually maintained journals to determine if they match.

Transfer details from separate journals to general ledgers or data processing sheets.

Complete and submit tax forms and returns, workers' compensation forms, pension contribution forms, and other government documents.

Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.

Calculate costs of materials, overhead, and other expenses, based on estimates, quotations and price lists.

Prepare purchase orders and expense reports.

Prepare trial balances of books.

Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.

Maintain inventory records.

Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Speaking - Talking to others to convey information effectively.

Mathematics - Using mathematics to solve problems.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Knowledge

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Economics and Accounting - Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Mathematics - Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.