Chapman University
Accounts Payable Assistant - Temporary
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Please see Special Instructions for more details.
Chapman University is an equal opportunity employer that provides equal
employment opportunities to all individuals, regardless of their protected
characteristics. All qualified applicants and employees are encouraged to
apply and will receive consideration for employment without regard to race,
color, religion, age, sex, sexual orientation, gender identity, gender
expression, national origin, ancestry, citizenship status, physical
disability, mental disability, medical condition, military and veteran status,
marital status, pregnancy, genetic information or any other characteristic
protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized
to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion and
outcomes of a criminal background screening and returning to the Office of
Human Resources a signed original acceptance of the Chapman University
Agreement to Arbitrate.
Posting Details
Position Information
Position Title Accounts Payable Assistant - Temporary
Position Type Temporary
Job Number SA73324
Full or Part Time full-time 40 hours weekly
Fair Labor Standard Act Classification Non-Exempt
Anticipated Pay Range $24.00-$25.00
Pay Range Information Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary The Accounts Payable Assistant is a temporary, non-exempt staff position. This role provides accounting and administrative assistance to Financial Services and is located at the West Palm Structure.
Responsibilities Payment Processing & Transactions
Process University expense requests, travel reimbursements, professional
service payments, honorariums, guest speaker/performer payments, and
similar engagements in compliance with University, State, and Federal
requirements.
Enter and process purchase requests, payment requests, purchase orders,
non‑purchase order documents, and related items to ensure timely and
accurate payments.
Determine appropriate payment dates to meet deadlines or secure
early‑payment discounts.
Monitor pending payments, approvals, matching, workflow, and budget
exceptions to ensure smooth processing.
Audit, Review & Compliance
Review and audit financial documents, payment requests, and supporting
documentation to ensure accuracy, proper coding, compliance with policy,
and prevention of duplicate payments.
Verify compliance with Federal, State, University, and tax reporting
requirements, including IRS 1099 and nonresident alien payment
regulations.
Research and resolve discrepancies, problematic documents, and exceptional
situations.
Validate supplier information and coordinate with the supplier management
team on required updates.
Policy Interpretation & Guidance
Interpret and apply University policies, procedures, and regulatory
requirements consistently.
Provide guidance and support to campus departments on payment processes,
documentation requirements, and compliance standards.
Clearly communicate policy information and procedural updates to campus
partners.
Customer Service & Communication
Provide customer service to campus representatives, auxiliary
organizations, suppliers, and external partners regarding payment requests
and reimbursements.
Respond to inquiries promptly, accurately, and professionally, escalating
to appropriate resources when necessary.
Communicate effectively in both verbal and written formats and maintain
productive working relationships.
Reporting & Review Activities
Review system reports and verify accuracy of data entry and financial
information.
Assist with month‑end close activities, including expense posting and
required documentation for reporting accuracy.
Work with department staff to resolve coding errors, budget discrepancies,
and transaction issues.
Record Management & Confidentiality
Maintain electronic files, logs, and records in accordance with University
retention and confidentiality policies.
Organize and store documents systematically within imaging and electronic
systems.
Assist with timely deletion of financial records in compliance with
retention schedules.
Ensure integrity, confidentiality, and accountability of all financial
information.
Required Qualifications
Working knowledge of policies and procedures governing payment requests,
and familiarity with accounting principles as they apply to daily
operations and payment processing.
Excellent interpersonal communication skills with the ability to work
effectively with a diverse group of individuals at all organizational
levels, both inside and outside the University
Strong written and verbal communication skills
Strong technical aptitude to learn and use enterprise systems and
departmental tools, including automated, multi-screen online accounting
systems.
Demonstrated ability to independently research and resolve problems
Ability to learn, interpret, and apply University and departmental fiscal
policies and procedures
Proficiency in using standard office equipment
High attention to detail and ability to meet required deadlines
Proficiency in maintaining electronic files and records.
Strong organizational skills to manage multiple priorities and complete
work assignments on time, producing high-volume, quality work with minimal
errors
Ability to exercise tact and diplomacy while maintaining strict
confidentiality
Collaborative team player who welcomes feedback
Desired Qualifications
Bachelor's degree in Finance, Accounting, or a related field; or an
equivalent combination of education and experience.
Minimum of three years working in an Accounts Payable unit, preferably
within a higher education setting.
Basic understanding of 1099 forms, tax withholding, and reporting
requirements
Demonstrated customer service experience in an Accounts Payable
environment.
Knowledge of Accounts Payable processes, including supplier setup
Experience working in an office environment or related professional
setting
Working knowledge of PeopleSoft
Special Instructions to Applicants Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized
to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion and
outcomes of a criminal background screening and returning to the Office of
Human Resources a signed original acceptance of the Chapman University
Agreement to Arbitrate.
Minimum Number of References 2
Maximum Number of References 3
Pre-screening Questions
Required fields are indicated with an asterisk ().
Applicant Documents
Required Documents
Resume
Cover Letter
3 References Listed on One Page
Optional Documents
