Job Description

BASIC FUNCTION
The Accounts Payable Specialist performs a variety of accounting, accounts payable, purchasing, and administrative support functions for the Business Office. This position is responsible for ensuring timely and accurate processing of invoices, reimbursements, purchase requisitions, and payment requests while maintaining compliance with Ivy Tech policies, grant requirements, and established internal controls.

This role serves as a key point of contact for employees, vendors, and external partners regarding purchasing and payment-related inquiries and provides support to other business office functions as needed.

RESPONSIBILITIES

• Process accounts payable transactions including invoices, payment requests, purchase orders, requisitions, expense reimbursements, and other disbursement-related documentation in accordance with established policies and deadlines.
• Review invoices and supporting documentation for accuracy, completeness, proper approvals, account coding, and compliance with College purchasing policies and procedures.
• Ensure all expenditures are properly authorized and supported by required documentation prior to payment processing.
• Perform compliance review of purchasing activities to ensure adherence to institutional procurement policies, grant restrictions, budget limitations, and internal control requirements.
• Assist faculty and staff with purchase requisitions, purchasing procedures, vendor setup, and payment-related questions.
• Monitor and verify open commitment reports to ensure outstanding purchase orders and encumbrances are reviewed, reconciled, and resolved in a timely manner.
• Process employee travel requests, travel authorizations, and expense reimbursements while ensuring compliance with college travel policies and IRS guidelines.
• Support grant accounting activities by tracking expenditures, reviewing grant-related purchases for allowability, and maintaining documentation required for audits and reporting.
• Maintain accurate financial records and documentation in accordance with record retention requirements and audit standards.
• Assist with month-end and year-end closing activities, including reconciliations, accrual support, and reporting as requested.
• Coordinate and maintain fixed asset records, including tracking purchases, tagging assets, inventory support, and ensuring proper capitalization in accordance with College policies.
• Research and resolve invoice discrepancies, vendor issues, payment delays, and account variances in a timely and professional manner.
• Communicate effectively with vendors and internal departments to ensure prompt resolution of payment and purchasing concerns.
• Serve as backup support for accounts receivable functions, including receipting, deposits, and student/customer payment processing, as needed.
• Assist with audits by preparing reports, supporting documentation, and responding to requests for financial records.
• Maintain confidentiality of financial, vendor, and student-related information.
• Support continuous improvement efforts within the Business Office by identifying opportunities to improve efficiency, accuracy, and customer service.
• Perform other duties as assigned.

QUALIFICATIONS

Minimum Qualifications

• High school diploma or equivalent required.

• Two (2) years of experience in accounts payable, bookkeeping, accounting support, finance, purchasing, or related office operations required; or an equivalent combination of education and experience.

• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.

Preferred Qualifications

• Associate degree in accounting, business, finance, or related field preferred.

• Experience working in accounts payable, purchasing, or accounting in higher education, government, or similarly regulated environments preferred.

• Experience with enterprise financial systems such as Workday, Banner, or similar ERP systems preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong attention to detail and accuracy in processing high-volume financial transactions.
• Working knowledge of accounting principles, accounts payable procedures, and purchasing practices.
• Ability to interpret and apply policies, procedures, and compliance requirements.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong customer service and interpersonal communication skills.
• Ability to work independently while also contributing as part of a team.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to identify discrepancies and resolve issues proactively.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security

• 10% employer retirement contribution, fully vested after two years

• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage

• Short-term and long-term disability benefits

Educational Benefits

• Fee remission for employees, spouses, and dependent children

• Tuition assistance for undergraduate, graduate, and doctoral programs

• Paid professional development opportunities

Work‑Life Balance

• Generous paid time off, including vacation, sick leave, holidays, and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships, transportation, and various retail services

Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits

Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.