Purchasing and Accounts Payable Support

Colorado State University, United States

Updated: about 2 months ago
Location: Fort Collins, COLORADO
Deadline: 17 Mar 2024

Posting Details
Posting Detail Information


Working Title Purchasing and Accounts Payable Support
Position Location Fort Collins, CO
Work Location Position is fully in-office/in-person
Research Professional Position No
Posting Number 202400343AP
Position Type Admin Professional/ Research Professional
Classification Title Technical/Support II
Number of Vacancies
Work Hours/Week 40
Proposed Annual Salary Range $41,000-$48,000 (salary is commensurate with experience and qualifications)
Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
  • For detailed benefit plan information for eligible employees, visit https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
  • For the total value of CSU benefits in addition to wages, visit https://hr.colostate.edu/total-compensation-calculator/ .
  • For more information about why Fort Collins is consistently ranked in the top cities to live in, visit https://hr.colostate.edu/prospective-employees/our-community/ .
Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 03/17/2024
Description of Work Unit
Founded in 1870, Colorado State University is among the nation’s leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
The mission of the CSU VTH is to educate the next generation of veterinarians by providing exceptional veterinary care and service to the community every day. This unit exists to provide administration and direction for the Veterinary Teaching Hospital; ensure quality clinical service for our veterinary medicine students, to the general public, referring veterinarians and research endeavors. This unit supports the teaching environment and facility needs. This unit work is responsible for the management of people, customer service, business/clinical operations, and financial outcomes. This position reports to the Financial Coordinator.
Position Summary
This position exists to provide accounting and purchasing support for the Veterinary Teaching Hospital by creating purchasing documents, ordering and maintaining inventory of office supplies and managing accounts payable invoice processing. This position maintains all maintenance agreements for the Veterinary Health System and is required to interpret full details of the maintenance agreement to ensure requisition is processed correctly for the maintenance or services required. This position is the primary contact for resolving vendor issues and ensuring monthly statements are reviewed and payments are processed promptly to maintain harmonious vendor relationships. This position will also provide backup support for financial reporting and reconciliation functions as well as backup support for the office reception position. A high level of customer service and multitasking skills are required along with attention to detail and proficiency in Excel.
Required Job Qualifications
  • Two years of technical accounting experience
  • High School Diploma (or GED)


  • Substitutions: College, university or non-correspondence business school which included eighteen (18) semester credit hours of accounting can substitute for up to one year of the required experience. *Note: To qualify, unofficial or official transcripts must be attached.
Preferred Job Qualifications
  • Accounting experience within a university setting.
  • Demonstrated experience using financial, purchasing, and other computing systems such as Kuali Financial Systems.
  • Accounting coursework.
  • Strong Microsoft Office experience; Excel, Outlook, Word, Teams etc.
  • Demonstrated attention to detail.
  • Effective communication skills, both verbal and written.
  • Ability to work effectively at all levels of an organization both independently and as a team member
  • Strong organizational skills with demonstrated success coordinating multiple projects with attention to detail
Diversity Statement
Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Duties


Job Duty Category Procurement
Duty/Responsibility
  • Initiates and facilitates purchasing of supplies and equipment by determining appropriate procurement mechanism. 
  • Provides proper documentation to the Procurement Department to ensure purchase orders can be completed in a timely manner. 
  • Determines proper accounting codes based on type of purchase to ensure proper classification on the general ledger. 
  • Directs faculty, staff, and vendors regarding university purchasing regulations and processes. 
  • Coordinates processes for large equipment purchases related to ERL and other VTH departments as needed. 
  • Creates all annual open purchase orders for hospital supplies and services. 
  • Maintains spreadsheet of Open PO’s and determines annually if they should be renewed. 
  • Leads the annual request for bid process for hay, alfalfa, and straw procurement and process requisitions attaching appropriate documentation.
Percentage Of Time 30%
Job Duty Category Maintenance Agreements
Duty/Responsibility
  • Independently manages approximately 125 maintenance agreements and determines if and when renewals need to be processed to ensure critical maintenance and services are assigned new purchases orders before the previous year’s PO expires. 
  • Maintains spreadsheet of current maintenance agreements and tracks upcoming maintenance agreement needs as new equipment warranties expire. 
  • Reads and understands contracts, bids, and pricing agreements to ensure PO is created correctly.
Percentage Of Time 30%
Job Duty Category Invoice Processing, Vendor Setup/Edits, and Client and Employee Reimbursements
Duty/Responsibility
  • Reviews all invoices received at the VTH, matches invoiced items with purchasing documents, works with vendor when there are problems with invoices. 
  • Researches and determines how to reconcile problems. 
  • Reviews and verifies accuracy of invoice for price, PO #, reviews if sufficient funds are available on the PO, vendor address, name, etc. and sends to the appropriate Accounts Payable contact for payment. 
  • If multiple account numbers are assigned, determines correct account/s to charge and communicates with the AP contact to ensure payments are charged to appropriate account numbers. Investigates delays in payments, or incorrect payments with Accounts Payable. 
  • Communicates and resolves any discrepancies with vendors prior to authorizing payment. 
  • Evaluates and communicates with appropriate parties regarding an invoice or service that may be related to another area of CSU. 
  • Determines when a Disbursement Voucher is appropriate for payment and processes as needed. 
  • Reconciles monthly vendor statements and reports payment details to vendor or requests invoices if they have not been received/paid. 
  • Works with vendors to review payment discrepancies to ensure credit holds or other negative impacts do not occur related to outstanding balances. 
  • Works with current and new vendors to ensure appropriate documents are completed to establish or edit all new or existing vendor profiles. 
  • Determine if Independent Contractor Form is required and reviews for completeness prior to submitting vendor documents in Kuali. 
  • Process DV’s for client refunds from cash or check overpayments. 
  • Determines if an employee reimbursement is appropriate and processes DV for payment coding to the correct account and object codes. 
  • If the request is not appropriate for reimbursement communicates with the employee educating them regarding policy. 
  • Creates and maintains a spreadsheet for reimbursement requests so duplicate payments are not made.
Percentage Of Time 30%
Job Duty Category Financial Reporting and Account Reconciliation
Duty/Responsibility
Backup for completing financial reporting spreadsheets and performing account reconciliation. Other accounting duties and projects as needed.
Percentage Of Time 5%
Job Duty Category Backup Duties
Duty/Responsibility
  • Backup to reception position for covering lunches, meetings and absences-(badge access issues, answer phones and questions, direct people to the appropriate resource, etc). Backup to manage PTT cell phone issues.
Percentage Of Time 5%

Application Details


Special Instructions to Applicants
To apply, please submit a cover letter that addresses the minimum and preferred qualifications, a resume, and the names and contact information for three professional references by Sunday March 17th, 2024 at 11:59pm MT. References will not be contacted without prior notification to candidates.
Applications will not be reviewed until after the full consideration deadline. This is an in-person position with the option for hybrid work once fully trained. This position will remain open until filled.
CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact.
Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Essential Services Designation - Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare.
Search Contact Alice Moore; [email protected]
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

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