Accounts Payable Associate & Administrative Assistant for Business and Finance
DESCRIPTION OF JOB:
Under the direction of the Accounting Manager, this position is responsible for supporting the University’s accounts payable processes, including verifying invoices, processing payments accurately and timely, maintaining financial records, coordinating monthly credit card reconciliations, and ensuring compliance with established policies and accounting procedures.
In addition to accounts payable responsibilities, the position provides administrative, project coordination, and operational support to the Business and Finance Division, including the Associate Vice President and Vice President. The Accounting Manager provides day-to-day supervision, establishes work priorities, and coordinates assignments in collaboration with division leadership.
The position requires strong organizational, communication, and time management skills, attention to detail, sound judgment, and the ability to manage multiple priorities. The individual must demonstrate professionalism, maintain confidentiality, and work independently within established policies and procedures.
Responsibilities:
Accounts Payable
- Review invoices for accuracy, supporting documentation, budget officer approval, and compliance with university policies and procedures.
- Processes and accurately enters invoices into the accounts payable system.
- Establishes and maintains vendor records, including verification of remittance addresses and vendor information.
- Processes weekly accounts payable payments including check preparation and distribution.
- Monitor outstanding invoices and credit by reconciling vendor statements.
- Ensures current and accurate W-9 documentation is obtained from vendors and uploaded into Softdocs for recordkeeping.
- Review monthly credit card statements for supporting documentation, appropriate approval, and compliance with university policy.
- Maintain organized accounts payable records and files.
Administrative Support
- Provides administrative support to the Vice President and the Business and Finance Division, including calendar management, meeting coordination, document preparation, and records management.
- Coordinates communication between Vice President, Board of Trustees, and Committee Members.
- Process monthly credit card reconciliations for the Vice President and Controller.
- Provides administrative support to the Vice President along with supporting the Business and Finance, but not limited to, planning, organizing, scheduling appointments and events, managing calendars; answering phone inquiries; managing requests; organizing, maintaining, and purging records and files; transcribing and proofing documents; ordering supplies.
Project Support for Business and Finance Division Departments
- Manage tracking systems to monitor project schedules and ensure timely completion of activities and deadlines.
- Ensure accuracy of confidential offsite document files and arrange for annual destruction as needed.
- Coordinate the annual audit, including fieldwork planning, auditor logistics, and parking arrangements.
- Maintain contractor compliance records, ensuring current certificates of insurance are on file.
- Research, establish and maintain the University’s business registrations and compliance requirements in other states, including tax, charitable registration, sales tax, and other reporting obligations.
- Maintains University vehicle registration records and coordinates registration renewal information.
- Coordinate updates to university directory and other institutional reference information.
- Prepares reporting for the University’s music licensing agreements and related compliance requirements.
- Perform other duties as necessary
Customer Service
- Serve as a resource for faculty and staff regarding accounting policies, procedures, and financial processes.
- Serves as backup for cash receipting, check processing and entry of deposits into accounting system.
- Respond to routine and complex inquiries from faculty and staff through phone, email, and in person.
JOB QUALIFICATIONS
Necessary Education or Work Experience:
- Associate’s degree in accounting, business administration, or a related field, or an equivalent combination of education and relevant experience.
- Minimum of three years of experience in accounts payable, accounting operations, or administrative support preferred
Required Knowledge and Skills:
- Exceptional written and verbal communication skills, editing, and customer service abilities.
- Strong organizational, time management, and analytical, problem-solving skills, with the ability to manage multiple priorities and deadlines.
- Advanced proficiency in Microsoft Office applications and ability to leverage technology to improve efficiency, reporting, communication, and data management.
- Demonstrated attention to detail and accuracy in processing financial information, invoices, payments, and related accounting transactions.
- Ability to maintain confidentially and exercise sound judgement, discretion, and diplomacy when handling sensitive financial and personnel information.
- Proven ability to collaborate effectively with faculty, staff, vendors, and departments across the University.
- Possess a service-oriented mindset, with the ability to build positive relationships and assist constituents in a professional, personable, and solution-focused manner.
Specialized Technology Skills:
- Advanced proficiency in Microsoft Office, Adobe, and SharePoint.
- Strong technical aptitude with the ability to learn and utilize financial, accounting, and enterprise software systems.
- Ability to leverage technology to improve efficiency, reporting, accuracy, and workflow processes.
- Ability to quickly learn new software, adapt to changing technologies, and support system-related processes.
- Strong data management and problem-solving skills with attention to accuracy and detail.
Other Qualifications:
Edgewood University, a Catholic university sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the University by working with faculty, staff and students to share in our core values – truth, compassion, justice, partnership, and community.
Must be authorized to work lawfully in the United States without Employer Sponsorship.
How to Apply
Send one PDF document which includes cover letter, resume, and references with a subject line that includes the position code APAA:
Edgewood University
Human Resources – APAA
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer