Accounts Payable Clerk

The Opportunity: 

Embry-Riddle Aeronautical University’s Prescott, Arizona campus is hiring a Full-Time Accounts Payable Clerk to support the Prescott Business Office. Embry-Riddle's Prescott Campus is respected worldwide for cutting-edge instruction and training for tomorrow’s aviation, aerospace, security and intelligence leaders. Prescott is a mile-high city and its climate reflects seasonable weather excellent for flying. Daytime averages are 80°F in the summer and 45°F in the winter. At 5,000 ft. above sea level, it boasts a mild climate, clean air, pristine wilderness areas, and nearby national forests. The university is a small, private, residential university in the mountains of Arizona with approximately 3,500 students. Staff/faculty/student interaction is highly valued and is a central theme of our campus. It is located 100 miles north of Phoenix and 120 miles south of the Grand Canyon.

Job Summary:

To ensure that the payment of University liabilities for the Prescott campus are made in an accurate and timely manner, taking cost saving measures such as discounts whenever possible.  Build and maintain a positive relationship with vendors and a good credit rating on behalf of the University.

Job Duties:

Manage accounts, payments, credits and data entry -

Match incoming invoices for the Prescott campus to purchase orders and obtain budget manager signatures when required.  Process Check Request Forms and verify backup, signatures and available funds as needed.  Obtain W-9’s for new vendor setup.  Verify all information for correctness of price and quantity.  Inspect all incoming invoices to determine if state and city use tax must be paid and submit copies to the Accounts Payable Supervisor.  Contact appropriate department or vendor when discrepancies are found.  Input payment information and check for accuracy.  Process reports to ensure needed payments are approved and ready for printing and provide the Accounting Supervisor with a list of needed payments.  Make sure payment register is approved by management and upper management, hold large payments until proper approvals are received and log into a weekly journal for monthly reporting.  Match printed checks with appropriate backup, mail or distribute to vendors and employees.  Ensure all invoices are paid in the appropriate fiscal year by pulling reports and contacting vendors, faculty and staff.  Request invoices, PO’s, check requests and the appropriate backup and approvals so all payments are made by year end closing.

Daily Tasks –

Open all incoming accounting mail and distribute to the proper individual.  Track and file all voided checks as they are processed.  Ensure all credits and delayed core charges for flight parts are credited or charged to the correct airplane which assists in maintaining an accurate parts inventory.  Work closely with Facilities and other departments to make sure invoices are paid to terms, purchases orders are increased when needed and vendor statements are up to date.  Correspond with vendors as necessary to ensure that the University may take advantage of refunds and credits due.  Interact daily with University faculty and staff to obtain invoices, purchase orders and check requests to insure payment is made to vendors in a timely manner.  Reconcile all vendor statements, research discrepancies and contact vendors as needed.  Regularly assist faculty and staff with entering requisitions and releasing approval and receiving payment holds.  Reconcile various general ledger accounts by creating and maintaining Excel spreadsheets and working with appropriate departments to clear discrepancies.   

About Embry-Riddle Aeronautical University: 

At Embry-Riddle, we take pride in our position as the world's largest and most comprehensive university dedicated to aviation and aerospace. Located in Daytona Beach, Florida, and Prescott, Arizona, our esteemed residential campuses offer a prestigious educational experience. However, our commitment to education knows no borders as our Worldwide campus expands our reach globally, providing a world-class education online and at approximately 110 locations across the United States, Asia, Europe, and Central and South America. This breadth of reach ensures that students can access our exceptional programs without geographical limitations. 

With a history spanning nearly a century, we have continually adapted to the dynamic needs of the industries we support. In the Academic Year 2022-23, we welcomed over 11,100 students to our residential campuses and over 19,000 students at our worldwide campus.  

Join our global community and embark on a journey of academic excellence and limitless possibilities. Employees working more than 30 hours a week can enjoy medical, dental and vision benefits, an amazing retirement plan with immediate vesting that includes a 6% gift and up to 4% match, free tuition for employees and their immediate family members, and a generous personal leave program. To find out more about our benefits and why ERAU has been named a “Great College to Work For” for 13 consecutive years, visit our careers page .

Embry-Riddle is an equal opportunity employer and does not discriminate on the basis of race, religion, gender, age, national origin, disability, veteran status, sexual orientation or gender identity. Embry-Riddle is committed to diversity, equity and inclusion. We continually strive to recognize, respect, and celebrate differences and cultural identities among individuals as we recruit, support, and embrace our diverse community. We work to provide a safe and inclusive environment and to create a climate free of discrimination where cultural competency is fostered through leadership, integrity, care, and respect.

Qualifications

Read and comprehend instructions, write information, and complete simple forms.

High school (or GED) level ability in spelling, grammar, basic composition, and math.

Must have Valid Driver's License.

Required skills, knowledge, abilities:

Two years A/P bookkeeping experience.  Working knowledge of accounting principles and their applications.  Experience with MS Excel, MS Word and Adobe including editing and formatting.  Attention to detail, logical thinking, analysis, strong communication skills – including oral, written and video, problem solving, and organizational skills.  This position involves face-to-face contact with departments and therefore it is essential that a positive, team player attitude be shown at all times and a high level of customer service is required.  The ability to work well under stress and deadlines and manage multiple diverse functions simultaneously is also required. Experience with Workday is favorable.