Title: Service Center Associate, Accounts Payable & Vendor Management

Employee Classification: Clerical & Secretarial

Institution: System Office

Department: Service Center

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Associate, Accounts Payable & Vendor Management is responsible for ensuring accounts payable actions are completed in a timely and accurate manner and in compliance with all applicable institutional, TBR, State, and Federal accounts payable transactions utilizing sophisticated technology to provide professional services. The Associate, Accounts Payable works closely with the System Office and the institutions of the TBR System and is expected to provide a high level of customer service to all institutions served. Depending on circumstances, remote work may be an option.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee’s expense, and potential travel to Tennessee TBR colleges may be necessary.

Job Duties

• 30% - Accounts Payable • Review of capital invoices from contractors, designers, architects, vendors and state agencies for accuracy. • Monitor group email inbox and facilitate capital invoice review and approval by Facilities Project Managers • Enters invoices for payment into State of TN Edison System for review and approval • Processes and closes out capital POs - (Essential)
• 10% - Accounts Receivable • Create and maintain accounts receivable documentation for capital projects, including invoices to the campuses and approvals for local payments by institutions. - (Essential)
• 10% - Accounts Payable Payment Processing – Non-Capital Serves as primary backup to the AP Associate responsible for processing non- capital AP and student payments, including but not limited to: • Pays all invoices directly to contractors/vendors via check, direct pay, epayable cards, or ACH • Identifies, files, and processes outstanding stale dated checks, stop payment requests, and check reissuances • Processes all employee payroll outside payments (e.g. third party carriers, bundled deductions) • Process all employee and non-employee reimbursements for travel via check or direct deposit • Process student financial aid checks - (Essential)
• 10% - Audit Support & Compliance • Assist with accounts payable related auditing related to Capital Projects • Assist with end of fiscal year capital accrual process • Assists with reconciliation of capital projects accounts payable and accounts receivable - (Essential)
• 15% - Support • Supports project managers and finance staff to ensure accurate payment information is maintained and communicated • Provides administrative support to the Director of Capital Outlay - (Essential)
• 15% - Customer Service • Communicates with project managers, campus finance staff, and TBR finance staff regarding capital accounts payable and vendor related issues • Fields capital related questions and researches accounts payable, campus and vendor concerns • Works cooperatively and effectively with other departments and campuses - (Essential)
• 5% - Other Duties • Performs additional duties as assigned 5% M - (Marginal)

Minimum Qualifications

• Bachelor’s degree and a minimum of 2 years of accounts payable experience OR a high school degree/GED and a minimum of 5 years of accounts payable experience OR a comparable combination of education and experience

Preferred Qualifications

• Experience working in accounts payable in a college or university setting
• Experience within a shared services operating environment
• Experience in accounts payable at a TBR institution or state administration
• Experience with Banner or similar ERP system
• Experience with Jaggaer or similar procurement system

Knowledge, Skills, and Abilities

• Knowledge of procurement terminology and practices
• Broad knowledge of federal and state laws and guidelines
• A willingness and passion to learn new hardware and software systems that are consistent with duties
• Ability to effectively analyze data and inquiries, think critically, and make appropriate decisions
• Effective organizational and time management skills
• Ability to work as part of a team or work alone without close supervision
• Strong interpersonal skills
• Ability to communicate effectively, both in writing and orally
• Ability to understand customer needs and provide quality service
• Ability to maintain confidentiality in compliance rules and regulations, including HIPAA and FERPA guidelines on the disclosure of information

Physical Demands / Working Conditions