No experience
Employment Type:
Full time
Job Category:
Accounts Payable Specialist I
(This job is no longer available)
Whitworth University | Spokane, WA
Grad Date

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Job Description

Accounts Payable Specialist I

Reporting to the Accounts Payable Specialist II, the Accounts Payable Specialist I and Business Office Support position is involved in all aspects of the accounts payable office.  This position audits data entry, produces weekly checks and ACH disbursements, reviews requisitions and creates purchase orders, assists with the implementation of the Whitworth’s purchasing card program, prepares various tax reports and forms, and ensures the above are compliant with Whitworth policy, state, and federal laws. Performs a variety of accounting functions and provides administrative support for the dayto-day work of the office, including Board of Trustee meetings. 

Accounts Payable Responsibilities:

1. Assists with the processing of accounts payable and student refund checks

a. Evaluate invoices for appropriateness and accuracy

b. Ensure accuracy of amounts billed per supporting documentation

c. Ensure legality of payments by verifying appropriate approvals of invoices

d. Serve as back up to send/deliver checks to applicable payee

e. Create checks for vendors and serve as backup to process vouchers for student account refunds and creating/printing checks from vouchers

f. Analyze credit balances and request refunds as needed

2. Assists with the review of requisitions and creation of purchase orders

a. Review requisitions for correct departmental approval and appropriate account number and forward to supervisor for final approval

b. Create purchase orders from requisitions and mail/fax to appropriate vendors

c. Monitor old purchase orders for closing, canceling or obtaining signature from department to enable invoice payment

d. Send notices to departments to approve invoices, purchase orders or requisitions and follow-up as necessary

e. Train campus personnel on use of requisitions, purchases orders and A/P processes

3. Related duties

a. Monthly reconciliation of vendor statements

b. Monthly reconciliation of account balances for approval from Senior Accountant

c. Respond to inquiries from vendors and employees regarding checks, requisitions, purchase orders, vouchers and journals

d. Reconcile and post Purchasing Card transaction transactions with appropriate supporting documentation

e. Conduct special projects as requested by management

f. Provide academic departments with financial data requests

g. Process daily bank statements, incoming mail and bank deposits

h. Keep office’s documentation scanning current and accurate

i. Provide administrative support to the Finance and Administration Office as needed, including travel and meeting arrangements, presentation preparation, and taking trustee meetings minutes. 

Qualifications, skills and abilities: 

  • Bachelor’s degree in accounting or related field preferred.
  • One year of accounts payable experience (an equivalent combination of education and/or experience may be considered in lieu of degree).
  • Effective written, verbal, telephone communication, organizational, interpersonal and customer service skills 
  • Demonstrated proficiency with computer software programs including word processing, PowerPoint, and spreadsheets (experience with Datatel software highly desirable).
  • Experience in the use of 10-key and other office machines.
  • Excellent organizational, analytical, verbal and written (grammar, punctuation, proofreading) communication and interpersonal skills.
  • Ability to function effectively as part of a team.
  • Ability and desire to work with faculty, staff and students in a fast-paced work environment; ability tom multi-task.
  • Ability to work under pressure.
  • Ability to establish and maintain positive customer service-oriented relationships with staff, faculty and students.
  • Ability to prepare and maintain records of transactions.
  • Ability to work with confidential information.
  • Ability to meet the physical requirements of the position (work in a confined space, ability to sit for extended periods and ability to tend to customers).
  • A personal commitment to the Christian faith.
  • Demonstrated awareness and commitment to effectively establishing relationships and positive communications across multiple dimensions of diversity including, but not limited to race, gender, physical limitations, class or religious perspectives.
  • An active commitment to equal opportunity for all persons.
  • A commitment to the educational mission of Whitworth as a Christian liberal arts university affiliated with the Presbyterian church.
  • Must pass a credit and criminal background check (required). 

With our commitment to building a diverse community, the university encourages applications from populations underrepresented at Whitworth including members of racial/ethnic communities,  women, and persons with disabilities.

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