Accounting Specialist

Overview

This position in Accounts Payable (AP) is responsible for the accurate and timely review and input of invoices into the financial system Oracle and the document repository system OnBase. The role requires processing a volume of invoices that meets or exceeds departmental standards.

The AP Accounting Specialist maintains accurate transaction records, resolves discrepancies with vendors and departments, and assists users with questions regarding AP policies, guidelines, and procedures. The position also requires appropriate handling of restricted information classified as Confidential, Proprietary, or Classified.

Responsibilities

Invoice Review and Processing

• Match purchase orders to invoices and enter invoices into Oracle and OnBase.
• Perform complex tasks including AP invoice charge verification against purchase orders.
• Confirm purchase approvals and verify receipt of goods and services through three-way invoice matching.
• Ensure proper coding, approvals, and required backup documentation are in place.
• Authorize and process payments.
• Reconcile processed work by verifying entries and validating payee information, amounts, payment terms, payment methods, and accounting/funding information.
• Follow processing priority guidelines to ensure timely recording of expenditures and minimize missed early payment discounts.
• Review invoice items to ensure correct processing of item lines, freight, shipping, and handling.
• Review tax items for appropriate billing and follow up with vendors on non-applicable tax lines (e.g., sales tax for Oregon shipping addresses).
• Send timely notifications for invoice holds to departments.

Financial Records Maintenance, Reporting, and Financial Opportunities Analysis

• Ensure proper coding, approvals, and backup documentation for various payables including invoices, vendor payments, non-employee travel reimbursements, and payments for study participants.
• Ensure compliance with applicable policies and procedures.
• Work on statement reports, invoice hold reports, and returned check reports.
• Verify monthly vendor accounts and balance statements.
• Resolve returned checks promptly.
• Review monthly invoice hold reports and resolve discrepancies.
• Collaborate with the Vendor Desk to update vendor records.
• Identify opportunities for increased efficiency, compliance, and cost savings.
• Identify revenue opportunities such as early payment discounts and electronic payment rebates.
• Analyze payment methods to ensure efficiency and cost-effectiveness.
• Review excessive freight charges, notify departments, and work with departments and vendors to resolve these charges.
• Review invoice payment terms and notify management of discrepancies.

Discrepancy Resolution and Customer Service

• Follow up with departments and vendors promptly and professionally regarding invoice, requisition, and purchase order discrepancies.
• Assist departments in resolving invoice holds in a timely manner.
• Demonstrate attention to detail, accuracy, and efficiency when reviewing discrepancies.
• Partner with the Purchasing Department to resolve complex invoice holds.
• Participate in AP process improvement projects.
• Respond to emails and phone calls promptly, providing high-quality customer service to internal and external customers.

Other Duties

• Perform other duties as assigned.

Requirements

• Completion of an Associate’s degree in accounting/bookkeeping and two years of accounting technician/bookkeeping experience; OR
• Four years of accounting technician/bookkeeping experience; OR
• Equivalent combination of experience and training.

Preferred Qualifications

• Experience with Oracle E-Business Suite (EBS).

Work Schedule and Location

• Monday through Friday, 8:00 a.m. to 4:30 p.m. PST.
• Remote work from home; a high-speed internet connection is required.

Compensation and Benefits

• Healthcare coverage for full-time employees at 100% and 88% coverage for dependents.
• $50,000 term life insurance provided at no cost to the employee.
• Choice of two above-market pension plans.
• Vacation accrual up to 200 hours per year, dependent on length of service.
• Sick leave accrual up to 96 hours per year.
• Nine paid holidays per year.
• Substantial transit discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts at local and major businesses.

Location

This is a remote position requiring a reliable high-speed internet connection.