Accounts Payable Coordinator

POSITION CODE: 7829

DEPARTMENT/ADMINISTRATION: Office of Business & Finance

POSITION : Staff, Non-Exempt (12 months), Full-time (40 Hours)

SALARY RANGE: $18.00-$23.21

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: Twelve (12) Months

AVAILABLE: Immediately

POSTING DATE: March 5th, 2026

APPLICATION DEADLINE: Open Until Filled, Apply Immediately.

Definition of Classification:

Reporting to the Accounting Manager, the Accounts Payable Coordinator is responsible for auditing, processing, and maintaining all non‑payroll disbursements for the University and its multiple campus locations. Working under limited supervision, this position ensures accuracy, compliance, and timely execution of accounts payable functions in alignment with University policies, state and federal regulations, ensuring strong internal controls. The coordinator serves as a key resource for departments across the institution administering and managing the University’s automated invoice and expense management systems, providing guidance on payment procedures, vendor documentation, tax requirements, and financial system processes. This classification requires strong analytical skills, attention to detail, and the ability to manage a high volume of transactions while maintaining exceptional accuracy and confidentiality

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Audits all disbursement documents, including invoices, purchase orders, check requests, expense reports, contract payments, advances, and credit memos, to ensure accuracy, proper authorization, proper coding to the general ledger and complete supporting documentation.

• Operates and maintains the automated invoice management system, Emburse Invoice, including OCR ingestion, workflow routing, exception handling, vendor management, configuration of approval workflow routing, troubleshooting exceptions, and coordinating system updates.

• Reviews and processes employee and student expense reports through automated expense management system, Emburse Expense, ensuring compliance with University

policies and procedures, including appropriate and reasonable out-of-pocket expense reimbursements, compliant corporate p-card transactions, workflow routing, troubleshooting exceptions, and coordinating system updates.

• Processes and reviews payment batches including voucher entry, check runs, ACH payments, purchase order three‑way matching, blanket purchase orders, recurring vouchers, ensuring timely and accurate disbursements across multiple campus locations. Accurately determines appropriate deferral and accrual of invoices according to proper fiscal period. Applies University fixed asset capitalization policies to disbursements.

• Establishes, updates, and maintains vendor records, ensuring compliance with University policies, W‑9 requirements, and state and federal reporting guidelines.

• Manages compliance and backup withholding processes for domestic and foreign payees, including analyzing foreign payments, assists with quarterly and annual state withholding reporting, and performs the University’s TIN‑matching process to ensure accurate reporting and adherence to IRS and state independent contractor regulations.

• Identifies and reviews independent contractor payments for reporting to government agencies. Preparations and distributes year-end 1099 forms for appropriate reporting to taxing authorities.

• Compiles, calculates, and applies sales and use tax, ensuring proper tax treatment on all University purchases and maintains related documentation.

• Balances daily Accounts Payable activity by reconciling the AP subledger to the financial system, analyzes data through system‑generated reports and queries, and maintains organized documentation to support accurate financial reporting.

• Monitors outstanding AP items—including open purchase orders, unpaid invoices, vendor credits, duplicate payments, stale‑dated checks, student refunds, and advance balances—and coordinates with departments to research and resolve discrepancies.

• Investigates and resolves discrepancies, duplicate and missing payments, outstanding credits, inaccurate bank transactions, vendor disputes, and maintains professional vendor relationships.

• Provides guidance and training to employees on the University’s Emburse Expense and Invoice management systems, including proper procedures for entering invoices, coding expenses, and ensuring compliance with established accounts payable policies. Periodically schedules and conducts virtual training events. Prepares user guides for internal stakeholders.

• Supports external audit preparation, providing requested AP documentation, schedules, and reconciliations.

• Adheres to all University safety, compliance, and housekeeping policies and procedures.

• Performs other related duties or special projects as assigned or directed.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

• Position requires a high school diploma or equivalent plus 3 years of additional coursework in Accounting, Business, Finance, Information Technology, and 5 years of related experience in a similar position or an equivalent combination thereof.
• 3 - 8 years of progressively responsible accounting or accounting experience in a high- volume environment; experience in higher education is a plus.

Knowledge and Skills:

• Knowledge of generally accepted accounting principles, accounts payable processes, accruals/deferrals, fixed asset capitalization, and internal controls.
• Ability to exercise discretion and work effectively with confidential information.
• Excellent attention to detail and accuracy in the operation of the position.
• Ability to research and resolve discrepancies.
• Well organized and able to handle multiple, competing priorities.
• Ability to work independently and exercise independent judgement with minimal supervision in a fast-paced environment with changing priorities.
• Working knowledge of applicable federal and state laws and regulations.
• Skill in providing superior customer service and maintaining composure when conflict arises.
• Prepare clear and accurate reports, documents, data entries and files and adhere to standard practices of record keeping and filing.
• Ability to use sound judgment in the application of policies and procedures.

• Communicate effectively and follow instructions, both verbally and in writing.
• Excellent technical, analytical, and problem-solving skills.
• Strong proficiency in Microsoft Office software including Excel, Word, SharePoint, Teams, Outlook and similar software.
• Aptitude to learn new and evolving technology and recommend ways to improve position’s efficiency.
• Ability to recommend appropriate courses of action within established guidelines.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve University objectives.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate computer and office equipment; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 25 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range considers the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position is defined as the Hiring Range . Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.

DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

FOR MORE INFORMATION VISIT

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.