The Accounts Payable Clerk processes University invoices, check requests and expense reports in the University's financial system for payment. This role is responsible for reviewing payment requests submitted by University departments ensuring that the provided documentation is complete and compliant with established policies and procedures before accurately keying invoices into the system. The AP Clerk also assists with the payment run processes by matching issued check copies to the invoice for filing. As this role interacts with all levels of the campus community and outside vendors to address routine payment status and process related inquiries, it requires an individual with strong communication skills and a customer service orientation. At the same time, given the nature of the work, keen attention to detail, capacity to work within financial systems, and an ability to work in a fast paced environment is essential. Finally, the AP Clerk plays a critical role in careful stewardship of the University's resources by ensuring that only properly documented and approved invoices are entered into the system for payment.

Duties and Responsibilities:

Invoice Processing and Keying: Review all submitted invoices and accompanying documentation for assigned portfolio. Ensure that all required documentation has been provided. Accurately key in applicable invoice information to the University's financial system. Communicate with applicable constituencies regarding invoices and payments as needed to ensure compliance with policies, prompt processing of payments, and timely responses to campus and vendors inquiries related to payment status and related matters. Work collaboratively as needed in this process with colleagues within Procurement and Finance.

Filing and Operations: File paid invoices alphabetically for each fiscal year. Assist with the archiving of past fiscal year documentation. Assist with the completion of check run process. Assist with various requests for copies of documentation in the normal course and as part of internal and external audits.

Customer Service: Respond to general AP inquiries and distribute processed checks that are held for pick up following established protocols. Approach all communications and interactions with professionalism and a solution oriented approach.

General Office Duties: Answering the departmental phone, making copies, filing, and other clerical tasks as assigned.

Required Qualifications:

Accounts Payable experience (3-5 years)

Accurate keying skills, filing, copying, scanning and transmitting electronic and hard copy documents to campus and vendors as required.

Reviewing documents and system records to prevent duplicate, incorrect and fraudulent entries

ERP or P2P experience (similar to Banner), Microsoft Teams, Excel, Adobe Acrobat

Laptop, multiple monitors, multi-function machines (copier, scanner), check folding machine.

Clear and concise written skills to communicate by email to campus and vendors on invoice or payment status on a daily basis.

Strong oral communication skills to guide campus on invoice payment process on a daily basis in person and by phone/Teams.

Strong customer service orientation; understanding of the importance of internal controls, policies and procedures; detail oriented, with an ability to work in a demanding environment.

Associate's degree Field of study: Accounting/Business, Technology or related field

Desired Qualifications:

Bachelor's degree is preferred

Salary Grade:

Staff Union (Local 153) - SU17.0

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.