Accounts Payable Assistant - Temporary

Posting DetailsPosition Information Position Title Accounts Payable Assistant - Temporary Position Type Temporary Job Number SA73324 Full or Part Time full-time 40 hours weekly Fair Labor Standard Act Classification Non-Exempt Anticipated Pay Range $24.00-$25.00 Pay Range Information Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.Position Summary Information Job Description Summary 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 & TransactionsProcess 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 & ComplianceReview 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 & GuidanceInterpret 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 & CommunicationProvide 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 ActivitiesReview 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 & ConfidentialityMaintain 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.Required Qualifications 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 UniversityStrong written and verbal communication skillsStrong 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 problemsAbility to learn, interpret, and apply University and departmental fiscal policies and proceduresProficiency in using standard office equipmentHigh attention to detail and ability to meet required deadlinesProficiency 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 errorsAbility to exercise tact and diplomacy while maintaining strict confidentialityCollaborative team player who welcomes feedbackDesired Qualifications Bachelor's degree in Finance, Accounting, or a related field; or an equivalent combination of education and experience.Minimum of three years working in an Accounts Payable unit, preferably within a higher education setting.Basic understanding of 1099 forms, tax withholding, and reporting requirementsDemonstrated customer service experience in an Accounts Payable environment.Knowledge of Accounts Payable processes, including supplier setupExperience working in an office environment or related professional settingWorking knowledge of PeopleSoftSpecial Instructions to Applicants Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.Minimum Number of References 2 Maximum Number of References 3

Created: 2026-04-02