AP Specialist

$41,579 - $41,579/Yr

Carlow University - Pittsburgh, PA

Full-time - Entry Level

Hybrid - Pittsburgh, PA

Educational Services

About the position

The Accounts Payable Specialist at Carlow University is responsible for processing invoices and payment requests, ensuring timely and accurate payments to vendors while maintaining compliance with university policies and regulations. This hybrid role involves responding to vendor inquiries, resolving discrepancies, and supporting the finance department with month-end closing and audits.

Responsibilities

• Enter and process purchase orders and check requests, ensuring appropriate approvals are obtained.
• Timely and accurate payment of invoices.
• Distribute invoices to departments for entry into the E-Procurement system and track processing.
• Process expense reimbursements in the E-Procurement system, ensuring accuracy of GL coding and supporting documentation.
• Oversee the corporate credit card program, including monitoring limits and analyzing activity for accuracy.
• Maintain vendor master files, verifying supplier data for accuracy.
• Perform account analysis and statement reconciliations, resolving discrepancies with suppliers.
• Prepare month-end AP Aging report and reconcile to the general ledger monthly.
• Complete and maintain University W-9 forms and tax exempt certificates.
• Prepare annual 1099 forms in partnership with external auditors and file with the IRS.
• Assist with month and year-end closing and support the annual audit process.

Requirements

• Associate degree in accounting, finance, or relevant field; preference for Bachelor's degree.
• 1-3 years of progressive experience in accounts payable, preferably in higher education.
• Proficient with Microsoft Office Suite and ERP systems, with strong Excel skills including pivot tables and V-lookups.
• High attention to detail and ability to work in a high-volume environment.
• Effective communication skills, especially in a hybrid work environment.

Nice-to-haves

• Experience with regulatory reporting and compliance in a university setting.
• Familiarity with E-Procurement systems.

Benefits

• Health savings account
• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Tuition reimbursement
• Paid time off
• Employee assistance program
• Vision insurance
• 401(k) matching
• Life insurance