20244228S

Disbursements Specialist

Staff

Villanova, PA

Internal/External Applicants

full-time/12-months

434-Payroll and Disbursements

The Disbursements Specialist reports to the Disbursements Manager and provides a variety of professional accounting services in support of the activities of the Accounts Payable (Disbursements) Office. The Disbursements Specialist is solely responsible for greeting guests to the office suite and offering professional assistance with either questions or guidance. The individual in this position is responsible for reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is completed utilizing the University’s automated electronic systems and includes verifying invoice information, assigning to correct departments and individuals, matching against purchase orders, and reviewing final invoices for processing. The Disbursements Specialist resolves invoice discrepancies directly with members of the University and suppliers and will assist with reconciling monthly supplier statements, communicating with suppliers and departments regarding invoice status, and ensuring University policies and procedures are being followed. This position is also responsible for reviewing and making necessary corrections to Positive Pay and ACH returns, as well as voiding, issuing stop payments, and reissuing payments for misplaced/lost checks.

Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

 

• Receive, review, and verify invoices coming into the University. Assign invoices to correct departments in a timely manner. Provide final review from the Accounts Payable Office of invoices that have been processed by departments. Ensure the entire invoice processing cycle is completed in a concise, thoughtful, accurate, and timely manner, reviewing all invoices and approvals to certify compliance with University policies and procedures.
• Review daily Positive Pay and ACH exceptions in the University’s banking system (currently JPMorgan Chase, “JPMC”) ensuring decisions are made prior to daily deadlines set by JPMC. Research lost checks not received by the payee and confirming the check status in JPMC. Work with the payee to replace payment, voiding, and reissuing the checks.
• Review and follow up on account statements and other discrepancies regarding payment of accounts. Serve as liaison between departments and suppliers in the resolution of administrative problems and inquiries. Work closely with University personnel to ensure that invoice submission and approvals are adhered to in a timely manner.

 

• Greet visitors to the suite in a professional and helpful manner. Assist visitors with questions and connect them with the appropriate person or department they are intending to meet. Responsible for ordering office and kitchen supplies and ensuring the supplies are well stocked. Assist departments in suite with setting up conference rooms for meetings and assist with special projects as needed.

• Provide office support for the Accounts Payable Office with daily operations, as needed. Such duties include but are not limited to: opening, sorting, and redirecting correspondence (intercampus mail, U.S. mail and e-mail), distribution of updated tax and credit information to suppliers, maintain sick and vacation time reporting, ordering office supplies, sending UPS mail as requested by the Office of Financial Affairs, assist with check distribution, back-up for daily balancing of invoices between systems, and matching of purchase order invoices.
• Backup for Procurement and Disbursements Assistant for payment disbursement process, which includes check runs, direct deposit feeds, and disbursement of checks.

• Perform additional duties and assist with special projects as assigned.

• High School diploma or equivalent required, with 2 years business school / college preferred.
• Two to four years of Accounts Payable experience required.

• • Knowledge of automated payment processing systems (Banner Financial Systems and Concur preferred).
  • Experience in higher education or other service-oriented environment.
  • General knowledge of basic accounting principles and general business practices.
  • Experience in creating and editing reports in Excel.
  • Strong oral and written communication skills, including active listening skills.
  • Demonstrated ability to understand policies and procedures and relay requirements in a meaningful manner to the users of those policies and procedures.
  • Ability to communicate (verbally and in writing) accounts payable standards and technical
  • information clearly and effectively to diverse audiences with varying levels of understanding.
  • Skilled in negotiating issues and resolving problems.
  • Superior customer service.

 

• Strong interpersonal skills and communication skills
• Ability to handle a high volume of activity with a high degree of accuracy.
• Strong data entry skills, ability to manage and complete multiple tasks under general supervision.
• Ability to present information and responses to questions from suppliers and departments clearly and accurately.
• Strong analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions.

• Proficiency in Microsoft Office Suite and automated invoice systems (preferably Concur).
• Standard office equipment, including PC and common software packages.

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11/25/2024

Salary commensurate with experience

11

non-exempt

3

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