Accounts Payable Specialist

If you have any questions about the position or our application process, reach out to us at recruiting-u@smith.edu.

Job Summary

As a member of the Controller Office's financial operations team, reporting directly to the Director of Strategic Procurement and Accounts Payable (title to be determined), along with the Disbursements Accounting Specialist, manage the weekly Accounts Payable (AP) processing, respond to inquiries from suppliers and Smith community and engage in problem solving. Identify areas for improvement or efficiency. Responsibilities include outreach activities to ensure that members of the community understand and are trained to adhere to College policies and procedures; and, to provide timely and correct general ledger coding and expense approvals.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Act as a subject matter expert for the college's Accounts Payable business process. As a key user of the third-party Accounts Payable OCR processing software, monitor invoice ingestion, manage correction process and process invoices through to Workday. Assist in the processing weekly accounts payable in a timely and accurate manner which includes data entry, running processes and distribution of checks/notifications. Review documents for proper authorization, correct coding and timing of payments. Work with various departments across campus to ensure timely and accurate data is received and processed. Audit payment requests for accuracy. Respond to inquiries from external suppliers and Smith community members and problem solve. Assist with year-end 1099 MISC/NEC tax reporting process. Assist with the third-party online payment processes for Unemployment Insurance payments, wage garnishments, charity withholdings, union dues, etc. Track and process payments for Mass Performers tax, Quarterly filing, etc. Assist with tax deposits for all non-payroll federal withholding, including 1042-S and annuitant payments. Participate in weekly settlement runs and settlement audits.

Active participant in weekly Accounts Payable team meetings. Respond to Accounts Payable-related TDX tickets. Enter tickets to report and resolve errors produced by the third-party Accounts Payable OCR processing software. Lead the invoices online community training as needed.

Assist with IRS Reporting, Annual Audit and other Federal, State and/or Industry reporting requirements.

Perform other duties as assigned by management.

MINIMUM REQUIRED Qualifications (education, experience, certifications, licenses, knowledge, skills)

Associate's Degree in Business, Accounting or Finance

1-5 years experience with accounts payable work

Knowledge of common business practices. Ability to maintain strict confidentiality. A comfort-level with technology and learning new software (Workday, Ascend, Google suite, Microsoft Office suite, especially Excel). The ability to process a high-volume of invoices, approximately 500 invoices per week, through the payment process.

Skills

Knowledge of common business practices. Ability to maintain strict confidentiality. A comfort-level with technology and learning new software (Workday, Ascend, Google suite, Microsoft Office suite, especially Excel). The ability to process a high-volume of invoices, approximately 500 invoices per week, through the payment process.

Preferred Qualifications

Bachelor's Degree in Accounting

Experience with Accounts Payable work in a higher education setting

Review of applications will begin

Position Type:

Located in Northampton, MA, Smith College is one of the largest women's colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst.Students cross-enroll and faculty cross-teach across the Five Colleges.

Consistent with the Americans with Disabilities Act (ADA) and Massachusetts General Law, Chapter 151B, it is the policy of Smith College to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact our recruiting team at recruiting-u@smith.edu.

As set forth in our mission and values, Smith College is committed to promoting a culture of equity and inclusion among students, staff and faculty. The College will not discriminate in employment on the basis of age, race, color, ethnicity, national origin, creed, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, genetic information, age, veteran status, physical or mental disability, or any other classification protected by law. Smith College is an equal opportunity employer and complies with all state and federal laws that prohibit discrimination.