Accounts Payable and Business Office Coordinator
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Accounts Payable and Business Office Coordinator
Menomonee River Pkwy, Milwaukee, WI 53222, USA, 53222
Hourly
Full Time
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Position Summary
Under the direction of the Accounting Manager, the Accounts Payable and
Business Office Coordinator performs full-cycle accounts payable duties and
provides front-line support for student accounts, cash receipts, and general
Business Office operations. The position is responsible for processing
invoices and payments accurately and on time, maintaining vendor and payment
records, supporting expense and credit-card processing, assisting students and
employees with account questions, and completing daily cash-receipt and
deposit activities. The position works closely with the Business Office,
Financial Aid, Advancement, Registrar, and other University departments and
handles confidential financial information with integrity and sound internal
controls.
Essential Duties and Responsibilities
Accounts Payable
Receive, review, code, verify, and process invoices, check requests, and
other payment documentation in accordance with University policies and
approval requirements.
Manage the invoice workflow and communicate with department managers
regarding timely submission, coding, documentation, and approval of
invoices.
Prepare and distribute weekly accounts payable payments and related
reports; maintain accurate records of invoices, payments, credits, and
expenditures.
Review and process employee expense reimbursements, purchasing-card and
credit-card activity, and supporting documentation.
Maintain vendor records, including W-9 collection, new-vendor setup,
vendor changes, and annual 1099 preparation and processing.
Research and resolve invoice discrepancies, duplicate payments, vendor
statement differences, credit memos, stop payments, and purchase-order
amendments.
Verify and post accounts payable transactions to the accounting system and
assist with reconciliations, month-end close, audit requests, and record
retention.
Regularly review accounts payable procedures, recommend process
improvements, and train employees on invoice and payment processes.
Student Accounts, Cash Receipts, and Billing Support
Serve as a primary Business Office contact for students and families
regarding account balances, monthly statements, payment activity, payment
plans, and Transact or myMountMary account questions.
Research and help resolve student-account issues in coordination with
Business Office accountants, Financial Aid, the Registrar, and other
departments.
Maintain payment plans, update billing schedules, prepare monthly invoices
and correspondence, and assist in preparing current and former student
accounts for collection activity.
Receive and accurately record student tuition payments and other
University receipts, including online and in-person payments.
Post and close daily cash receipts, prepare deposits, maintain the daily
deposit worksheet, and support reconciliation of receipt activity.
Maintain campus petty cash in accordance with University policy and
provide appropriate documentation and balancing.
Setup and run student charges including student billing.
Business Office Service and Administrative Support
Provide welcoming, timely, and professional service to students, faculty,
staff, vendors, and other internal and external customers.
Answer the main Business Office telephone and email and provide front-desk
coverage during designated office hours.
Protect confidential student, employee, banking, vendor, and University
information.
Apply University policies and procedures fairly and consistently and
promptly elevate exceptions or control concerns.
Proactively support Business Office workflow, cross-train in related
functions, and perform other duties, special projects, or responsibilities
as assigned.
Internal Control Expectation: The position follows established
segregation-of-duties requirements and may not approve its own transactions,
independently authorize vendor banking changes, or release payments without
required secondary approval.
Qualifications and Experience
Associate degree in accounting, business, finance, or a related field, or
an equivalent combination of education and relevant experience.
At least two years of accounts payable, accounting, student accounts,
cashiering, or comparable Business Office experience; higher-education
experience is preferred.
Working knowledge of accounting fundamentals, accounts payable practices,
documentation standards, and basic internal controls.
Proficiency with Microsoft Office, particularly Excel, and experience
using accounting, ERP, invoice-workflow, payment, or database systems;
Jenzabar and Transact experience is preferred.
Strong attention to detail, numerical accuracy, organization,
prioritization, and problem-solving skills.
Excellent written and verbal communication skills and demonstrated
customer-service ability with diverse students, employees, managers, and
vendors.
Ability to manage recurring deadlines and interruptions in a fast-paced,
multi-tasked environment.
Demonstrated integrity, discretion, and ability to handle confidential
information.
Equal Opportunity Employment
Mount Mary University practices equal opportunity employment as part of its
ongoing commitment to diversity in the workplace. Reasonable accommodation may
be made to enable individuals with disabilities to perform the essential
functions of the position.
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