Disbursements Specialist

Position Summary

Reporting to the Disbursements Manager, the Disbursements Specialist provides a variety of professional accounting services in support of the activities of the Accounts Payable (Disbursements) Office. This position is responsible for the following: (1) researching and processing problems and rejected invoices within all payables systems; (2) processing of monthly payments not processed in Concur such as monthly Augustinian salary payments; (3) processing of payments received via files such as student payments from the Bursar's Office and the Dining Services VINI process; (4) review and approve new suppliers in the Payment Works system and update supplier information as needed, coordinating with the Procurement Office as necessary; and (5) responsible for processing Zelle payment files and status updates.

The Disbursements Specialist will assist in reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is completed utilizing the University's automated electronic systems and includes verifying invoice information, assigning to correct departments and individuals, and reviewing final invoices for processing. The position is responsible for maintaining an accurate filing of all manual transactions and will serve as back-up support for the Disbursements Manager for daily balancing to the general ledger, and final approval of invoices, ensuring all University policies and procedures are followed.

ESSENTIAL JOB FUNCTIONS:

• Research and rectify problem invoices and expense reports that did not feed into the University's ERP system (currently Banner) from Concur (the University's invoice and expense reporting system). On a weekly basis, manually key direct withdrawal invoices that were not processed directly in Concur, such as ACH and Wire payments. Process monthly invoices for Office Basics, Wright Express, UPS, and monthly Augustinian salary payments. (Work with the Accounting department to research and reissue escheat payments. Review ACH returns (notifying student or vendor that bank account will be made inactive due to incorrect bank account information and will need to be corrected should they wish to receive payments via direct deposit in the future. Reissuing payment as a check if necessary.) File and maintain records for all manual processing
• Review and approve new suppliers in the University's supplier onboarding system (currently PaymentWorks). Additional 1099 vendor connection must be confirmed and manually added if necessary. Review and modify ACH vendor records to ensure that payment method is the default. Frequently work through current suppliers that are not signed up for direct deposit by sending a PaymentWorks invitation to them. Assist employees in signing up for direct deposit for reimbursement. Perform updates as needed.
• Responsible for the Zelle payment process (pulling together Zelle transactions from various sources and accumulating into one formatted file to upload into the University's banking system (currently JPMorgan Chase- "JPMC"), uploading this file into JPMC for payment processing, ensuring errors are corrected and successful payments are made, and provide applicable departments with weekly payment status reports.
• Coordinates with the Bursar's Office to perform daily student refund fees in the Banner system. Confirms files were successful and completes any refunds that reject. Completes student refunds that are to be paid to a third-party on the student's behalf. Completes weekly VINI (vendor invoice interface) feeds from Dining Services, Campus Card Systems, and selected suppliers. Update 1099K spend information in Banner from Wildcard information, obtaining this information from the Wildcard Office.
• Review daily Positive Pay exceptions in the University's banking system (currently JPMorgan Chase, "JPMC") ensuring decisions are made prior to daily deadlines set by JPMC. Research lost checks not received by the payee and confirming the check status in JPMC. Work with the payee to replace payment, voiding, and reissuing the checks.

NONESSENTIAL JOB FUNCTIONS:

• Perform additional duties and assist with special projects as assigned.