Purchasing, Accounts Payable and Copy Center Specialist

Gwynedd Mercy University

Full-time

Educational Services

About the position

The Purchasing, Accounts Payable and Copy Center Specialist is responsible for performing accounting and clerical tasks related to the efficient maintenance and processing of accounts payable, purchasing, and copy center operations. This role serves as the first point of contact for inquiries regarding orders, invoices, payments, and copy center requests, collaborating with various stakeholders across the university.

Responsibilities

• Obtains, reviews and files quotes, invoices and supporting documentation for purchases
• Creates vendors, prepares and sends purchase orders, and creates vouchers in Colleague system
• Ensures proper GL coding to departments, projects, and fixed assets
• Processes invoices in a timely manner
• Prepares and initializes weekly check runs: double checks for accuracy before submitting
• Matches invoices to checks, obtains necessary signatures for checks and distributes checks accordingly
• Performs entries directly into Colleague such as Payroll ACH's, wires and AP credit card payments to capture vendor history
• Maintains the vendor master files in Colleague and vendor contracts in Point
• Responds to vendor inquiries and resolves invoice discrepancies
• Assists with purchase requisition training and helps troubleshoot user issues related to requisition entry, approvals and receiving in the Colleague system
• Implements and maintains Colleague system updates and product upgrades
• Enters monthly expense report detail for Purchasing, AP and Travel credit cards in the TD Bank Cash Management System
• Reviews and validates weekly expense reports for reimbursements against University policy, and processes in Concur Travel Management System
• Assists with the preparation and issuance of IRS Form 1099's
• Maintains W-9 forms for vendors and contractors
• Follows up with suppliers to ensure delivery as scheduled
• Manages and answers questions regarding the status of open purchase orders
• Implements and processes banking service enhancements (ex. check positive pay, ACH positive pay)
• Works with the Student billing department to integrate and process student & organization refund checks and E-Refunds
• Prepares audit requests and responds to auditor inquiries
• Assists with vendor / purchasing issues as needed
• Manages copy center e-mail inbox by responding to inquiries in a timely manner and categorizing job types
• Processes copy center job requests within specified timeframe
• Notifies copy center job request initiators by e-mail when jobs are completed and ready for pick-up
• Maintains copy center supply inventory by ordering adequate supplies to process daily requests
• Maintains current and organized electronic files and paper files, as needed, in accordance with the university's document retention policy
• Recommends improvements to current processes and systems
• Cross-trains with other department team members on their different functions and provides backup and/or support as needed
• Performs general clerical duties, such as copying, filing, scanning, ordering office supplies etc. as needed
• Assists with other special projects as needed

Requirements

• Associate's degree in Accounting or three to five years related work experience and/or training in Accounts Payable/Purchasing
• Proven experience in working effectively with confidential matters
• Proficiency in Microsoft Office and Excel
• Ability to use general office equipment
• Experience with Microsoft Dynamics Great Plains is desired
• Ability to read and interpret documents such as procedure manuals
• Ability to write routine reports and correspondence
• Ability to speak effectively to vendors and employees of the University
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages
• Ability to interact effectively and professionally with others
• Exceptional customer service skills
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form