Accounts Payable Assistant - Temporary

Chapman University Careers•Irvine, CA

13d•Onsite

About The Position

The Accounts Payable Assistant is a temporary, non-exempt staff position. This role provides accounting and administrative assistance to Financial Services and is located at the West Palm Structure. Responsibilities Payment Processing & Transactions Process University expense requests, travel reimbursements, professional service payments, honorariums, guest speaker/performer payments, and similar engagements in compliance with University, State, and Federal requirements. Enter and process purchase requests, payment requests, purchase orders, non‑purchase order documents, and related items to ensure timely and accurate payments. Determine appropriate payment dates to meet deadlines or secure early‑payment discounts. Monitor pending payments, approvals, matching, workflow, and budget exceptions to ensure smooth processing. Audit, Review & Compliance Review and audit financial documents, payment requests, and supporting documentation to ensure accuracy, proper coding, compliance with policy, and prevention of duplicate payments. Verify compliance with Federal, State, University, and tax reporting requirements, including IRS 1099 and nonresident alien payment regulations. Research and resolve discrepancies, problematic documents, and exceptional situations. Validate supplier information and coordinate with the supplier management team on required updates. Policy Interpretation & Guidance Interpret and apply University policies, procedures, and regulatory requirements consistently. Provide guidance and support to campus departments on payment processes, documentation requirements, and compliance standards. Clearly communicate policy information and procedural updates to campus partners. Customer Service & Communication Provide customer service to campus representatives, auxiliary organizations, suppliers, and external partners regarding payment requests and reimbursements. Respond to inquiries promptly, accurately, and professionally, escalating to appropriate resources when necessary. Communicate effectively in both verbal and written formats and maintain productive working relationships. Reporting & Review Activities Review system reports and verify accuracy of data entry and financial information. Assist with month‑end close activities, including expense posting and required documentation for reporting accuracy. Work with department staff to resolve coding errors, budget discrepancies, and transaction issues. Record Management & Confidentiality Maintain electronic files, logs, and records in accordance with University retention and confidentiality policies. Organize and store documents systematically within imaging and electronic systems. Assist with timely deletion of financial records in compliance with retention schedules. Ensure integrity, confidentiality, and accountability of all financial information.

Requirements

Working knowledge of policies and procedures governing payment requests, and familiarity with accounting principles as they apply to daily operations and payment processing.
Excellent interpersonal communication skills with the ability to work effectively with a diverse group of individuals at all organizational levels, both inside and outside the University
Strong written and verbal communication skills
Strong technical aptitude to learn and use enterprise systems and departmental tools, including automated, multi-screen online accounting systems.
Demonstrated ability to independently research and resolve problems
Ability to learn, interpret, and apply University and departmental fiscal policies and procedures
Proficiency in using standard office equipment
High attention to detail and ability to meet required deadlines
Proficiency in maintaining electronic files and records.
Strong organizational skills to manage multiple priorities and complete work assignments on time, producing high-volume, quality work with minimal errors
Ability to exercise tact and diplomacy while maintaining strict confidentiality
Collaborative team player who welcomes feedback

Responsibilities

Payment Processing & Transactions Process University expense requests, travel reimbursements, professional service payments, honorariums, guest speaker/performer payments, and similar engagements in compliance with University, State, and Federal requirements.
Enter and process purchase requests, payment requests, purchase orders, non‑purchase order documents, and related items to ensure timely and accurate payments.
Determine appropriate payment dates to meet deadlines or secure early‑payment discounts.
Monitor pending payments, approvals, matching, workflow, and budget exceptions to ensure smooth processing.
Audit, Review & Compliance Review and audit financial documents, payment requests, and supporting documentation to ensure accuracy, proper coding, compliance with policy, and prevention of duplicate payments.
Verify compliance with Federal, State, University, and tax reporting requirements, including IRS 1099 and nonresident alien payment regulations.
Research and resolve discrepancies, problematic documents, and exceptional situations.
Validate supplier information and coordinate with the supplier management team on required updates.
Policy Interpretation & Guidance Interpret and apply University policies, procedures, and regulatory requirements consistently.
Provide guidance and support to campus departments on payment processes, documentation requirements, and compliance standards.
Clearly communicate policy information and procedural updates to campus partners.
Customer Service & Communication Provide customer service to campus representatives, auxiliary organizations, suppliers, and external partners regarding payment requests and reimbursements.
Respond to inquiries promptly, accurately, and professionally, escalating to appropriate resources when necessary.
Communicate effectively in both verbal and written formats and maintain productive working relationships.
Reporting & Review Activities Review system reports and verify accuracy of data entry and financial information.
Assist with month‑end close activities, including expense posting and required documentation for reporting accuracy.
Work with department staff to resolve coding errors, budget discrepancies, and transaction issues.
Record Management & Confidentiality Maintain electronic files, logs, and records in accordance with University retention and confidentiality policies.
Organize and store documents systematically within imaging and electronic systems.
Assist with timely deletion of financial records in compliance with retention schedules.
Ensure integrity, confidentiality, and accountability of all financial information.