Accounts Payable Analyst
Accounts Payable Analyst
Santa Clara University
Santa Clara, CA
See who Santa Clara University has hired for this role
Position Title:
Accounts Payable Analyst
Position Type:
Regular
Hiring Range:
$22.02-$25.31 per hour, commensurate with experience
Pay Frequency:
Hourly
Ensure disbursements to vendors are processed timely and accurately.
Ensure employee reimbursements are processed timely and accurately.
Ensure appropriate sales tax is charged on invoices or use tax is paid to the State for payment of products
Ensure proper tax withholding in accordance with State and Federal laws for payment of services
Follow accrual and prepaid procedures for products received and services rendered outside current fiscal year
Forward invoices to appropriate departments for processing payments
Match invoices with vouchers and process payments
Ensure appropriate sales tax is charged or use tax is paid to the State
Ensure positive pay file is properly processed for paper check pay cycles
Notify appropriate accountants to upload check files for check printing
Provide vouchers and supporting documentation to accountants responsible for matching documentation to paper checks and ACH payments
Maintain and update pay cycle registers
Work with the bank and other accounts to resolve any payment inquiries and adjustments
Contact vendors to verify all banking information received is valid and correct
Input relevant new vendor information into the system
Ensure vendors are correctly coded for 1099/1042 tax withholding and reporting
Expedite payments as needed
Reach out to employees who owe SCU for personal expenses
Contact vendors to request copies of outstanding invoices and provide payment information for paid invoices
Forward invoices to appropriate departments for payment processing
Assist in testing of system upgrades
Assist in special projects as needed
Review and Update AP procedures
Create adjusting entries/voucher corrections as needed
Work with purchasing, receiving, vendors, and other departments to resolve payment, invoice, and PO issues
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
COVID-19 Statement
The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, [email protected]. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans With Disabilities Act
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at [email protected].
Accounts Payable Analyst
Position Type:
Regular
Hiring Range:
$22.02-$25.31 per hour, commensurate with experience
Pay Frequency:
Hourly
- POSITION PURPOSE
- ESSENTIAL DUTIES AND RESPONSIBILITIES
- Review and process payment of purchase orders (PO), payment requests, and expense reports
Ensure disbursements to vendors are processed timely and accurately.
Ensure employee reimbursements are processed timely and accurately.
Ensure appropriate sales tax is charged on invoices or use tax is paid to the State for payment of products
Ensure proper tax withholding in accordance with State and Federal laws for payment of services
Follow accrual and prepaid procedures for products received and services rendered outside current fiscal year
- Distribution of Non-PO invoices
Forward invoices to appropriate departments for processing payments
- Process Interface Files
Match invoices with vouchers and process payments
Ensure appropriate sales tax is charged or use tax is paid to the State
- Process Pay Cycles
Ensure positive pay file is properly processed for paper check pay cycles
Notify appropriate accountants to upload check files for check printing
Provide vouchers and supporting documentation to accountants responsible for matching documentation to paper checks and ACH payments
Maintain and update pay cycle registers
Work with the bank and other accounts to resolve any payment inquiries and adjustments
- Create, update and maintain vendor files
Contact vendors to verify all banking information received is valid and correct
Input relevant new vendor information into the system
Ensure vendors are correctly coded for 1099/1042 tax withholding and reporting
- Respond to vendors payment inquires and disputes
Expedite payments as needed
- Work with employees to resolve payment issues
Reach out to employees who owe SCU for personal expenses
- Maintain Vendor Account Statements
Contact vendors to request copies of outstanding invoices and provide payment information for paid invoices
Forward invoices to appropriate departments for payment processing
- Other Responsibilities
Assist in testing of system upgrades
Assist in special projects as needed
Review and Update AP procedures
Create adjusting entries/voucher corrections as needed
Work with purchasing, receiving, vendors, and other departments to resolve payment, invoice, and PO issues
- QUALIFICATIONS
This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
- Knowledge
- Accounts payable system experience with large ERP system such as PeopleSoft, Workday, or Oracle preferred
- Excellent computer skills (Excel, Word, Access, etc.)
- Skills
- Excellent oral and written communication skills
- Ability to work well independently
- Detail oriented and organized
- Excellent interpersonal skills
- Excellent customer service skills
- Abilities
- Proven problem-solving and analytical skills, including the ability to identify a problem, develop a solution, and implement that solution in cooperation with others or independently.
- Ability to work on multiple projects simultaneously, set priorities, and meet deadlines as required.
- Strong customer service focus with an emphasis on outreach to departments; ability to listen to and understand the unique needs of each department.
- Possess a high degree of initiative, attention to detail and follow through, as well as ability to adjust to changing requirements and priorities.
- Commitment to understand and willingness to support Santa Clara University’s distinctive Jesuit educational vision and institutional values of competence, conscience and compassion in pursuit of its mission and goals.
- Education
- Bachelor’s degree in Accounting or Finance preferred, or equivalent work experience
- Years of Experience
- At least 2 years of relevant accounts payable experience
- PHYSICAL DEMANDS
- Considerable time is spent at a desk using a computer terminal.
- May be required to travel to other buildings on the campus.
- May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
- May be required to occasionally travel to outside customers, vendors or suppliers.
- WORK ENVIRONMENT
- Typical office environment.
- Mostly indoor office environment with windows.
- Offices with equipment noise.
- Offices with frequent interruptions.
Equal Opportunity/Notice of Nondiscrimination
Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/
COVID-19 Statement
The health and safety of the University community is a top priority. The University strongly recommends that all employees are fully vaccinated for COVID-19 as the vaccination and boosters are safe, effective tools that significantly minimize the chances of serious illness and hospitalization. Please contact Human Resources if you have any questions.
Telecommute
Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.
Title IX of the Education Amendments of 1972
Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix. Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/, (408) 554-4109, [email protected]. Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).
Clery Notice of Availability
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
Americans With Disabilities Act
Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at [email protected].
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Seniority level
Entry level -
Employment type
Full-time -
Job function
Accounting/Auditing and Finance -
Industries
Higher Education
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