The Accounts Payable Specialist (AP Specialist) is responsible for receiving, processing, and validating invoices and non-PO Payment Requests for all Vanderbilt University suppliers. The AP Specialist’s processes are exceptionally thorough, with high attention to detail to ensure accuracy and limit errors.

　　The AP Specialist responds to vendor and departmental inquiries, researches/corrects discrepancies, and reconciles supplier statements to ensure payments are current. The AP Specialist maintains files and documentation thoroughly and accurately, in accordance with university policy and accepted accounting practices, provides supporting documentation for audits and assists with other projects as needed.

　　As a member of the Purchasing and Payment Services Team, the Accounts Payable Specialist assists in establishing and maintaining strong, collaborative relationships with Vanderbilt’s faculty, staff and students and identifies additional ways to be of service and ensure sound vendor relations. This position supports the success of a high-performing organization by helping to champion and drive the full procure-to-pay process.

　　The Purchasing and Payment Services Team (PPS) serves as the single point of contact for all centralized procurement and payment activities at the university, setting the overall strategy for Vanderbilt University’s purchases and payments. As part of the Division of Finance, Purchasing and Payment Services provides an integrated approach to purchasing goods and services by connecting and integrating the procurement function to and throughout the entire supply chain processes within Vanderbilt to the final goods and services receipt process, and finally to payments issued to suppliers.

　　This position works a hybrid schedule. On-campus work is performed on Mondays and Tuesdays. The other 3 days are WFH. Candidates should either live in the area or be willing to relocate to the area for this position.

　　Duties and Responsibilities

　　Processes and accurately validates electronic (imaged) supplier invoices and credit memos in the Oracle ERP System. Researches and resolves invoice errors, discrepancies, and validation holds to ensure the timely processing of invoices. Monitors AP shared email inboxes on a coordinated schedule

　　Maintains excellent supplier relations by serving as a primary point of contact for departmental and supplier inquiries. Scans paper invoices to the Oracle imaging server on an as-needed basis. Tracks and provides supporting documentation for audits. Reconciles supplier statements in an appropriate and accurate manner.

　　Reviews and processes non-PO Payment Requests. Escalates unresolved issues and inquiries to Accounts Payable Team Lead when applicable. Supports Accounting in the month end/year end close process. Meets defined department goals and activity metrics. Seeks opportunities for continuing process improvement in terms of processes and capabilities within this role and of the Finance group overall. Assists in special projects and additional duties as assigned

　　Supervisory Relationships:

　　This position does not have regular supervisory responsibility, though it may take lead with teams of peers both within and across functions on specific projects. This position reports administratively and functionally to the Manager of Payment Services.

　　Qualifications

　　A high school diploma is required.

　　At least two years of Accounts Payable experience is required.

　　Demonstrated experience in intermediate Excel and Word applications is required.

　　Time management skills and the ability to work independently as well as in a team environment is required.

　　College courses in accounting are preferred.

　　IOFM Accounts Payable Certification is preferred.

　　General knowledge of accounting principles, general ledger and purchasing processes is preferred.

　　Ability to build and maintain effective working relationships with a range of people understanding their needs and goals, working cooperatively with others as part of a team, rather than working separately or competitively is preferred.

　　Experience working with invoice processing platforms and ERP systems (e.g. Oracle, Concur, Basware, or OCR Scanning) is preferred.

　　Experience in an internal service delivery role, working with stakeholders and delivering results, is preferred.

　　General understanding of Enterprise Resource Planning (ERP) systems and Optical Character Recognition software is preferred.

　　Openness to change, adapts, and works effectively in a variety of situations, individuals or groups is preferred.

　　Ability to understand and appreciate different and opposing perspectives on an issue is preferred.

　　Strong interpersonal skills and the ability to develop and maintain relationships with key stakeholders is preferred.

　　Proven detail oriented work style in collaboration with effective written and verbal communication skill is preferred.

　　Commitment to Equity, Diversity, and Inclusion

　　At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

　　Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

　　Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

　　Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.