<p>Budget Title Staff Assistant Campus Title Accounts Payable Specialist School/Division Finance and Management, Division of Department Purchasing and Accounts Payable Office Staff Sub-Type Staff & Administration Salary Level SL2 Salary Range $51,300-$55,300 Salary Determination</p> <p>Starting salary rates are based on multiples factors which may include the position's major responsibilities, the applicant's background including education, work experience, and key competencies, the university's strategic priorities, internal peer equity and external market analyses, applicable federal, state, and local laws and negotiated labor contracts.</p> <p>Position Effort Full-Time If Part-Time, enter FTE: Is this a temporary position? No If Temporary, enter End Date: Position Summary</p> <p>SUNY Cortland is seeking a detail-oriented and organized Accounts Payable Specialist to support the campus's financial operations. This position is responsible for auditing and processing payments, ensuring compliance with SUNY and New York State policies, and working closely with the Office of the State Comptroller (OSC). The ideal candidate will be a strong communicator and problem-solver who thrives in a collaborative environment.</p> <p>Salary Range: $51,300-$55,300</p> <p>To learn more about careers at SUNY Cortland, watch this video: https://vimeo.com/1038936490</p> <p>What makes SUNY Cortland a great place to work?</p> <ul> <li>Our positions provide predictable salary progressions, and many offer permanency. </li><li>Generous benefits include health, dental, and vision insurance, various retirement program options, paid family leave and/or parental leaves, flexible spending and dependent care accounts, long term disability and tuition reimbursement. </li><li>SUNY Cortland prioritizes work-life balance and well-being in all forms. The university's state-of-the-art Student Life Center is free for employees to use, with membership options for families. SUNY Cortland's Child Care Center welcomes the children of employees and community members, as space allows. Alternate work schedules are available with a supervisor's approval. </li><li>Professional development opportunities exist through training, continuing education programs, tuition reimbursement and conference travel, based on funding. </li><li>Cortland County and surrounding areas offer easy access to arts, entertainment, outdoor recreation and much more. Experience Cortland dives deep into the region's offerings </li></ul> <p>Major Responsibilities</p> <p>Accounts Payable:</p> <ul> <li>Serve as the liaison between the Purchasing and Accounts Payable Office, the campus departments, SUNY contacts, Office of the State Comptroller (OSC), and vendors facilitating an efficient payment process. </li><li>Review policies and ensure payments are complete, expenses are controlled and are following the governing regulations. </li><li>Vendor Payment Administration: </li><li>Plan, prepare, and facilitate payments in compliance with campus, SUNY and New York State Accounts Payable policies. </li><li>Analyze and respond to complex problems arising from vendors or campus departments related to accounts payable services utilizing substantial knowledge of campus, SUNY, and NYS accounts payable policies. </li><li>Research and resolve SUNY finance system processing errors ensuring departmental budget balances are adequate for purchase order payments and use professional judgement to seek an override with Assistant Vice President for Finance if determine it is warranted. </li><li>Coordinate with the Associate Director of Purchasing and Accounts Payable and Purchasing Assistants on contract payments to resolve discrepancies as needed. </li><li>Communicate with vendors regarding payment information as necessary. </li><li>Transmit pre-encumbered voucher payments via the SUNY Finance & Management System for contracts and purchase orders. </li><li>Code and process No Order Required (NOR) requisitions with proper sub-object and UNSPSC codes to prepare them for payment in instances where vendor does not accept purchase cards and there is an invoice with proof of receipt up to $2,500. </li></ul> <p>Monthly Receiving Reporting:</p> <ul> <li>Create and run monthly reports in e-Procurement system (Red Dragon Depot) to manage communication on missing invoices in a timely fashion </li><li>Coordinate with vendors and campus departments for open encumbrances on POs with outstanding invoices that are marked as "received" in Red Dragon Depot, to resolve discrepancies as needed. </li></ul> <p>Payment Documentation, Audits and Reconciliations:</p> <ul> <li>Audit vendor payments to ensure state mandated three-way match: verify vendor invoices, campus purchase orders (PO), and receiving documents match. </li><li>Retrieve and prioritize accounts payable documents including but not limited to PO invoices, contract payment requests, NORs, and non-employee reimbursements from multiple sources such as SharePoint/OneDrive, Outlook, and physical mailings. </li><li>Audit and process critic teacher stipends. </li><li>Serve as the official contact to receive, research, respond, and provide necessary documentation and justification required for the Office of State Comptroller regarding voucher payment audits. </li><li>Compile, organize and enter payment data within the record retention database (OnBase) after payments are complete. Audit electronic files for accuracy. </li><li>Review and process Refund of Appropriation (ROA) documents pertaining to vouchers tied to PO or NOR vendor payments for submission to SUNY System Administration. </li><li>Work directly with New York State Treasury regarding accounts payable issues pertaining to stop payments, lost checks, and check replacements. </li></ul> <p>Accounts Payable Policy and Procedural Management:</p> <ul> <li>Create and maintain procedure manuals for all aspects of the accounts payable process. </li><li>Respond to questions for 1099 reportable tax requests. </li></ul> <p>Vendor Maintenance System:</p> <ul> <li>Responsible for the creation of new vendor accounts within the NYS Financial System (SFS). </li><li>Assist vendors by providing guidance on the processes for the maintenance of their vendor account. </li><li>Compile data regarding vendor accounts and audit vendor statements received for accuracy. </li></ul> <p>Training:</p> <ul> <li>Participate in SUNY and NYS professional development related to job duties </li><li>Develop and administer campus wide training on NYS and SUNY policies and procedures related to position duties </li></ul> <p>Purchasing and Accounts Payable Office Support:</p> <ul> <li>Act as backup for processing employee reimbursements in the absence of Purchasing Assistant. </li><li>Act as backup for processing employee & non-employee travel reimbursements in the absence of the Travel Administrator. </li></ul> <p>Functional and Supervisory Relationships</p> <ul> <li>Position will report directly to the Associate Director of Purchasing and Accounts Payable </li><li>Works with various departments throughout the campus </li></ul> <p>Required Qualifications</p> <ul> <li>Bachelor's degree, or an associate's degree with 3 years' business-related experience </li><li>Experience with Microsoft Office (i.e., Word, Outlook, Excel) </li></ul> <p>Preferred Qualifications</p> <ul> <li>Bachelor's degree in a business-related field </li><li>Two or more years of experience in an accounts payable-related field (highly preferred: NYS/SUNY accounts payable experience) </li><li>Experience with SUNY Financial System </li><li>Experience reviewing payment requests and processing vouchers </li><li>Experience working in higher education </li></ul> <p>Knowledge, Skills & Abilities</p> <ul> <li>Demonstrated ability to learn and utilize new software and technology to improve efficiency </li><li>Demonstrated ability to quickly grasp policies </li><li>Strong attention to detail </li><li>Effective organization and time management skills </li><li>Demonstrated ability to work independently and as part of a team </li><li>Demonstrated ability to prioritize multiple tasks, duties, and/or projects with critical deadlines and follow through to completion </li></ul> <p>About the University</p> <p>A top public university of approximately 6,600 students located in the geographic center of New York State, SUNY Cortland provides accessible, affordable education to students from across the U.S. body. One of 13 comprehensive universities in the State University of New York system, SUNY Cortland prides itself on its rigorous undergraduate and graduate programs in the liberal arts, sciences, education, and professional studies. For more than 150 years, SUNY Cortland has provided unmistakable value for students seeking a well-rounded academic, athletic, and social experience. The University ranks among the top campuses in the nation on Money magazine's "Best Colleges for Your Money List," fields a powerhouse Division III athletics program and boasts an impressive network of alumni making a difference in education, business, government, fitness, medicine and many other fields.</p> <p>EEO Statement</p> <p>The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/EEO/ADA) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.</p> <p>Job Close Date</p> <p>Posting Detail Information</p> <p>Posting Number S23374 Review Start Date 07/01/2025 Open Until Filled Yes Quick Link for Direct Access to Posting https://jobs.cortland.edu/postings/10309</p> <p>Special Instructions</p> <p>Special Instructions to Applicant</p> <p>Special Instructions to Applicant</p>