Summary:

The primary objective of this position is to oversee all Accounts Payable functions for the Ross School/Ross Institute (Ross).

Essential Duties and Responsibilities include the following. Other duties may be assigned.

· Sort and process incoming mail.

· Receive vendor statements and invoices from Domains. Reconcile invoices/receipts to statements; identifying and researching any discrepancies.

· Review, reconcile, obtain approval, allocate and enter invoices in Financial Edge.

· Produce checks and obtain appropriate signatures. Mail checks.

· Prepare weekly open invoice reports for the Ross School & Institute.

· Check School’s credit card processing account, requesting a transfer of the accumulated excess amounts to the operating account when necessary.

· Maintain purchase order log, obtain authorized signatures and match purchase orders to invoices.

· Obtain proper documentation for new vendors, W-9, indicating ID#, address, contact information, type of vendor, type of entity.

· Maintain Vendor master file, addresses and contact information (changes as received).

· Fax or mail School/Institute Tax Exempt forms to vendors that bill or charge sales tax.

· At calendar year end, review vendor activity with Controller/Senior Accountant for preparation of 1099 Forms. Print and mail 1099 Forms to recipients by January 31. Resolve any discrepancies or questions from 1099 recipients. Mail IRS copies of 1099 Forms by February 28.

· Prepare and post adjusting journal entries in Financial Edge, when necessary, to correct postings in the General Ledger, allocate advances, etc.

· Hampton Jitney Tickets: purchase discount books of Hampton Jitney Tickets. Distribute to Faculty and Staff when requested for School/Institute related trips. Record General Ledger distribution.

· Monitors advances to both Students (for Senior Projects) and Faculty. Allocation of advance to general ledger accounts when receipts are remitted (or cash is returned).

· Put in request to order and maintain ample supply of checks and envelopes.

· Performs other related assignments as requested by the Controller or CFO, such as preparing various reports as requested.

· Assists and prepares reports for annual audit and 990 tax return preparation.

· Resolve payment discrepancies and documentation.

· Handle all vendor correspondence and relationships via phone or email.

· Maintain accounts payable inbox.

· Prepares batch check runs, wire balances and ACH transactions.

· Utilize organizational skills in project planning to meet deadlines, anticipate problems and formulate action plans.

· Protect operations by keeping financial information confidential.

· Assists with monthly status reports and monthly closings.

· Files & maintains financial document, records and reports.

· Performs other duties as required to support Business Office.