The AP Specialist serves as the sole functional lead responsible for end-to-end management of the department's operations, maintaining full ownership of all activities within the function, from transaction execution through reporting and compliance.  The Specialist will use Workday Financials and PaymodeX, a third-party payment processor, to ensure efficiency and accuracy in the full A/P life cycle.   
 
Responsibilities:
 
Invoice Processing & Payment Management 

• Hands on management and responsibility for the full cycle, end-to-end Accounts Payable process. 

• Review, validate, and process vendor invoices, purchase orders, employee expense reimbursements, and other miscellaneous payment requests in Workday and PaymodeX. 

• Ensure accuracy of coding, approvals, tax treatment, and compliance with university procurement and Finance Division policies. 

• Match invoices to POs and receipts; resolve discrepancies with internal departments and Procurement. 

• Process supplier, employee, and student payments (ACH, check, wire) in accordance with payment schedules and deadlines. 

• Conduct a weekly review of invoice requests, invoices, and expense reimbursement status reports to identify unapproved, pending, or stalled items. Follow up with the appropriate approvers to ensure timely processing and inclusion in scheduled settlement runs. 

• Respond to and independently resolve vendor invoice, employee expense, and student stipend payment inquiries, lost or other contested payments, and other payment inquiries. 

• Ensure all AP inbox items and inquiries are fully reviewed and resolved, or appropriately documented with status on a daily basis, or prior to each weekly settlement run as applicable.

• Other related AP duties and projects as required. 

• Actively identify and troubleshoot Workday errors, invoice routing issues, or workflow delays. 

• Maintain accurate supplier records and assist with supplier onboarding in Workday.  Ensure that each vendor has an up-to-date Form W-9 on file before payments are made. 

• Generate and analyze Workday reports for A/P activity for reconciliation, audit support, and month-end close activities. 

• Ensure adherence to university policies, state/federal regulations, and accounting best practices. 

• Maintain organized and audit-ready documentation for all AP transactions. 

• Support periodic internal/external audits by preparing documentation and responding to inquiries. 

• Responsible for filing annual Form 1099's with vendors, IRS, and State. 

• Maintain accurate and up to date documentation of AP processes & procedures. 

• Provide responsive support to faculty, staff, and students regarding payment status, policies, and Workday processes. 

• Collaborate with campus stakeholders to resolve invoice issues, payment questions, and supplier concerns. 

• Assist departments with Workday navigation related to AP tasks. 

• Routinely participate in cross training with other Finance staff members who will cover vacations and other absences. 

• Recommend and support the implementation of improvements to AP workflows and Workday configurations. 

• Support training efforts for campus users on AP procedures and Workday functions. 

• Participate in finance team meetings, projects, and year-end close activities. 

• Demonstrated proficiency in Workday AP module. 

• Experience with hands-on management of entire AP function. 

• Experience reviewing Form W-9's supplied by vendors and accurately categorizing them in Workday for purposes of Form 1099 filing. 

• Bachelor's degree or related experience. 

• 4+ years of related work experience. 

• High attention to detail and ability to troubleshoot AP related issues.   

• Demonstrated experience with autonomy to proactively take steps to identify, resolve, and communicate issues. Use sound judgement and diplomacy and exhibit a sense of urgency where necessary. 

• Strong interpersonal skills, collaborative mindset, and ability to build trust across departments. 

• PaymodeX.  

• Proficiency in other Workday Financial Management modules, including general ledger, budgeting, reporting, and grants management. 

• Pay range is $30-35/hr depending on your relevant AP and Workday experience