Villanova University
Posting Details
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Posting Details (Default Section)
Posting Number:20244004SPosition Title:Disbursements SpecialistPosition Type:StaffLocation:Villanova, PARecruitment Type:Internal/External ApplicantsWork Schedule:full-time/12-monthsAvg Hours WeekDepartment:434-Payroll and DisbursementsPosition Summary:
Reporting to the Disbursements Manager, the Disbursements Specialist position provides a variety of professional accounting services in support of the activities of the Accounts Payable (Disbursements) Office.
This position is responsible for the following:
(1) Researching and processing problems and rejected invoices within all payables systems; (2) processing of monthly payments not processed in Concur such as monthly Augustinian salary payments;
(3) Processing of payments received via files such as student payments from the Bursar’s Office and the Dining Services
VINI process;
(4) Review and approve new suppliers in the PaymentWorks system and update supplier information as needed, coordinating with the Procurement Office as necessary;
(5) Responsible for processing Zelle payment files and status updates,
(6) Covering the front desk for the other Disbursements Specialist once-a-week, including related duties.
(7) Review high risk employee reimbursements in the App Zen auditing system.
The Disbursements Specialist will assist in reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is completed utilizing the University’s automated electronic systems and includes verifying invoice information, assigning to correct departments and individuals, matching against purchase orders, and reviewing final invoices for processing. The position is responsible for maintaining an accurate filing of all manual transactions and will serve as back-up support for the Disbursements Manager for daily balancing to the general ledger, matching invoices to purchase orders and final approval of invoices, ensuring all University policies and procedures are followed.
Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:
- Research and rectify problem invoices and expense reports that did not feed into the University’s ERP system (currently Banner) from Concur (the University’s invoice and expense reporting system).
- On a weekly basis, manually key direct withdrawal invoices that were not processed directly in Concur.
- Process monthly invoices for Office Basics, copier, UPS, and monthly Augustinian salary payments (and hand deliver the latter directly to the Monastery). Work with the Accounting department to reissue escheat payments.
- Review and approve new suppliers in the University’s supplier onboarding system (currently PaymentWorks).
- Create a supplier record in Banner when the supplier is unable to use PaymentWorks. Frequently work through current suppliers that are not signed up for direct deposit by sending a PaymentWorks invitation to them.
- Assist employees in signing up for direct deposit for reimbursement. Perform updates as needed.
- Responsible for the Zelle payment process (pulling together Zelle transactions from various sources and accumulating into one formatted file to upload into the University’s banking system (currently JPMorgan Chase-“JPMC”), uploading this file into JPMC for payment processing, ensuring errors are corrected and successful payments are made, and provide applicable departments with weekly payment status reports.
- Working with the Procurement Card Administrator, review high risk employee expense reimbursement reports in the University’s expense report auditing system, (currently App Zen) to ensure all policies and procedures are being adhered to.
- Coordinates with the Bursar’s Office to perform daily student refund fees in the Banner system. Confirms files were successful and completes any refunds that reject. Completes student refunds that are to be paid to a third-party on the student’s behalf. Completes weekly VINI (vendor invoice interface) feeds from Dining Services, Campus Card Systems, and selected suppliers.
- Back up for the other Disbursement Specialist position in covering the front desk once a week to greet visitors to the suite in a professional and helpful manner and provide office support for the Accounts Payable Office with daily operations, as needed. Such duties include but are not limited to: opening, sorting, and redirecting correspondence (intercampus mail, U.S. mail), sending UPS mail as requested by the Office of Financial Affairs, assist with check distribution, back-up for daily balancing of invoices between systems, and matching of purchase order invoices.
- Update 1099K spend information in Banner from Wildcard information, obtaining this information from the Wildcard Office.
- Responsible for filing and maintaining records for all manual processing.
- Perform additional duties and assist with special projects as assigned.
Minimum Qualifications:
- High School Graduate required, with 2 years business school/college preferred.
- Two to four years of Accounts Payable experience.
- Knowledge of automated payment processing systems (Banner Financial Systems and Concur preferred).
- Experience in a University or other service-oriented environment.
- General knowledge of basic accounting principles and general business practices.
- Experience in creating and editing reports in Excel.
- Strong oral and written communication skills, including active listening skills.
- Demonstrated ability to understand policies and procedures and relay requirements in a meaningful manner to the users of those policies and procedures.
- Ability to communicate (verbally and in writing) accounts payable standards and technical information clearly and effectively to diverse audiences with varying levels of understanding.
- Skilled in negotiating issues and resolving problems.
- Superior customer service.
- Strong interpersonal skills and communication skills.
- Ability to handle a high volume of activity with a high degree of accuracy.
- Strong data entry skills, ability to manage and complete multiple tasks under general supervision.
- Ability to present information and responses to questions from suppliers and departments clearly and accurately.
- Strong analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions.
- Proficiency in Microsoft Office Suite and automated invoices systems (preferably Concur).
- Standard office equipment, including PC and common software packages.
Preferred Qualifications:Physical Requirements and/or Unusual Work Hours: Special Message to Applicants:Posting Date:05/03/2024Closing Date (11:59pm ET):Salary Posting Information:
Salary commensurate with experience.
Salary Band:GJob Classification:non-exempt
References Needed
Minimum Number of References Needed3Maximum Number of References Needed3
Supplemental Questions
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- * How did you first hear of this employment opportunity?
- Indeed.com
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- Advertisement in Academic or Professional Publication
- Referred by a current employee
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Documents needed to complete your application:
Required Documents
- Cover Letter / Letter of Interest
- Resume / Curriculum Vitae
Optional Documents
- Letters of Reference (uploaded by applicant)
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