Savannah State University
Position Description – Accounts Payable Specialist
POSITION DESCRIPTION:
Position Title: Accounts Payable Specialist
Reports To:
FLSA Status: Exempt
Accounts Payable Supervisor
Department: Comptroller
Date Prepared: June, 2015
BASIC FUNCTION
The Accounts Payable Specialist serves as back-up for the Accounts Payable Supervisor to ensure the timely payments to vendors, employees and
others. Performs timely cash advance reconciliations and follow-up, and purchase order/invoice clearance with vendors. Responsibilities include
processing information through general ledger systems and proficient use of Excel.
NATURE & SCOPE
Reporting to the Accounts Payable Supervisor, the Accounts Payable Specialist performs high level accounting operations including reconciliation,
analysis, and review; and is responsible for generating reports and working with various individuals related to disbursement of University funds. The
Accounts Payable Specialist effectively communicates with vendors, employees and other parties verbally and in writing in relation to accounts
payable, cash advance, and various transactions. Work is done with the PeopleSoft financial system, Excel and Microsoft Office on a regular basis
with a high level of comprehension. Duties are performed in compliance with all applicable University, USG, and State of Georgia policies and
procedures and must follow most generally accepted accounting policies and procedures.
PRINCIPAL ACCOUNTABILITIES
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Perform analysis, review, and reconciliation of all cash advance accounts
Verification of accuracy and validity of posting and accounting transactions; prepare journal entries to correct accounting errors
Resolve differences by communicating with various sources; perform analytical reviews; submit reports as requested
Work closely with Campus Travel Coordinator on travel cash advances; prepare ageing reports on employee receivables and any
additional information that must be reported to various departments and supervisory staff to enhance internal monitoring and control over
procedures
Perform duties of the Accounts Payable Supervisor in the Supervisor’s absence
Prepare aging reports of all purchase orders, reviewing invoices paid and timeliness of payment to ensure that purchase orders are being
paid/liquidated on a timely basis
Communicate with Procurement and Accounts Payable personnel regarding unresolved issues related to the three-way match between the
Purchase Order, the Receipt, and the Invoice.
Work with vendors to ensure timely billing on projects in line with ageing reports of Purchase Orders and project completion; work with
Plant to ensure all invoices are processed according to project completion
Prepare and deliver reports with a high rate of detail; maintain detailed trial balances and supporting records for any adjustments made
Perform accounting and reconciliation, on-going analysis and communication to provide supporting accounting and reporting services to
co-workers, other employees and supervisors
Perform other analysis, general accounting duties and projects as directed by supervisor or Assistant Vice President/Comptroller
SPECIALIZED KNOWLEDGE AND EXPERIENCE REQUIRED
Bachelor’s degree in Accounting with one year general accounting experience. Accounts payable experience preferred but not required. Must be
proficient in the use of Excel, and had some exposure to Accounting Information Systems (general ledger reconciliation, etc.) Requires professional
communication skills to work with employees of the University and external parties; strong analytical and technical skills, and the ability to work
independently.