Accounts Payable Assistant Temporary
Share
Job Location:
Irvine, CA - USA
Monthly Salary:
$ 24 - 25
Posted on:
19 hours ago
Vacancies:
1 Vacancy
Job Summary
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 nonpurchase order documents and related items to ensure timely and accurate payments. Determine appropriate payment dates to meet deadlines or secure earlypayment 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 monthend 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
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 nonpurchase order documents and related items to ensure timely and accurate payments. Determine appropriate payment dates to meet deadlines or secure earlypayment 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 monthend 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
Required Experience:
Junior IC
Key Skills
- Business
- Account Payable
- Data Entry
- Customer Service
- GAAP
- QuickBooks
- Office supply
- General Ledger Accounting
- Finance
- Accounting
- Excel
- ACH
- Reporting
- Financial statement
- ADP
