Hybrid Senior Accounts Payable Coordinator bei OSU Foundation

VISION: Transform the university through the power of generosity.

MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE: Ensures timely payment of the fund accounting expenditures and oversees the financial and accounts payable systems to maintain efficiency and accuracy.

PRIMARY PURPOSE: Partners with OSU personnel to ensure that expenditures of funds held by the OSU Foundation for the benefit of OSU are in compliance with donor intent and applicable IRS regulations.

KEY AREAS OF FOCUS- 

• Processing of Invoices from the University (60%) 
  • Responsible for final review of invoices in Emburse Enterprise. Making sure required documentation is attached and coding is correct.

  • Verify that projects sufficient funds.

  • Validate funds in project(s) being utilized align with the Donor's intent. 

  • Prepare batch for check run on Monday, Wednesday, and EFT on Friday by running queries and creating reports
    
    
• Void and Reissue Manual Checks (15%)
  • Receive monthly stale dated check list, research items, and void/reissue when needed.
  • Review checks returned to OSUF to ensure vendors receive payment correctly and timely.
  • Run manual check runs as needed.
  • Record all documentation for voided and reissued checks in both Emburse Enterprise and FE NXT
    
    
• Prepare and Issue 1099s (10%)
  • Maintain vendor master list by adding new vendors and updating to appropriate standards.
  • Verify TIN numbers.
  • Utilize 1099 Express software to issue 1099s 
  • Expedite turn around and update vendor information for any returned 1099s
    
    
• Additional External Accounts Payable Duties (10%)
  • Chairs and Professorships
    • Yearly reconciliation and reimbursement of OSU Endowed Faculty Funds 
  • Grants & Contracts
    • Monthly invoice payments for OSU Grants and Contract expenses. 
  • Scholarship Reconciliation

Other Duties as Assigned 

JOB COMPETENCIES AND EXPERIENCE:

• Education & Certifications: 
  • Graduation from a standard high school and a minimum of two years accounting/bookkeeping experience. Some college level accounting courses are highly desired. Equivalent combinations of education and experience may be substituted for the stated qualifications
    
    
• Experience:
  • Experience with computer data systems required. Must be adept with 10-key calculator. Some college level accounting courses highly desirable. Ability to work well with others as well as independently. Customer Service orientation is required. Equivalent combinations of education and experience may be substituted for the state qualifications.
  • Proven sense of humor and ability to have fun
    
    

• Organizational Competencies:

  • Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions

  • Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU

  • Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work

  • Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions

  • Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty

  • Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve

  • Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments

PHYSICAL REQUIREMENTS: Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.