Chapman University School of Pharmacy · 1 day ago
Accounts Payable Assistant - Temporary
Irvine, CA
Full-time
Onsite
Mid Level
$24/hr - $25/hr
3+ years expChapman University School of Pharmacy is seeking an Accounts Payable Assistant for a temporary, full-time position. This role provides accounting and administrative assistance to Financial Services, ensuring compliance with university and federal requirements in payment processing and financial documentation.
Higher Education
No H1B
Responsibilities
Process University expense requests, travel reimbursements, professional service payments, honorariums, guest speaker/performer payments, and similar engagements in compliance with University, State, and Federal requirements
Enter and process purchase requests, payment requests, purchase orders, non‑purchase order documents, and related items to ensure timely and accurate payments
Determine appropriate payment dates to meet deadlines or secure early‑payment discounts
Monitor pending payments, approvals, matching, workflow, and budget exceptions to ensure smooth processing
Review and audit financial documents, payment requests, and supporting documentation to ensure accuracy, proper coding, compliance with policy, and prevention of duplicate payments
Verify compliance with Federal, State, University, and tax reporting requirements, including IRS 1099 and nonresident alien payment regulations
Research and resolve discrepancies, problematic documents, and exceptional situations
Validate supplier information and coordinate with the supplier management team on required updates
Interpret and apply University policies, procedures, and regulatory requirements consistently
Provide guidance and support to campus departments on payment processes, documentation requirements, and compliance standards
Clearly communicate policy information and procedural updates to campus partners
Provide customer service to campus representatives, auxiliary organizations, suppliers, and external partners regarding payment requests and reimbursements
Respond to inquiries promptly, accurately, and professionally, escalating to appropriate resources when necessary
Communicate effectively in both verbal and written formats and maintain productive working relationships
Review system reports and verify accuracy of data entry and financial information
Assist with month‑end close activities, including expense posting and required documentation for reporting accuracy
Work with department staff to resolve coding errors, budget discrepancies, and transaction issues
Maintain electronic files, logs, and records in accordance with University retention and confidentiality policies
Organize and store documents systematically within imaging and electronic systems
Assist with timely deletion of financial records in compliance with retention schedules
Ensure integrity, confidentiality, and accountability of all financial information
Qualification
Required
Working knowledge of policies and procedures governing payment requests, and familiarity with accounting principles as they apply to daily operations and payment processing
Excellent interpersonal communication skills with the ability to work effectively with a diverse group of individuals at all organizational levels, both inside and outside the University
Strong written and verbal communication skills
Strong technical aptitude to learn and use enterprise systems and departmental tools, including automated, multi-screen online accounting systems
Demonstrated ability to independently research and resolve problems
Ability to learn, interpret, and apply University and departmental fiscal policies and procedures
Proficiency in using standard office equipment
High attention to detail and ability to meet required deadlines
Proficiency in maintaining electronic files and records
Strong organizational skills to manage multiple priorities and complete work assignments on time, producing high-volume, quality work with minimal errors
Ability to exercise tact and diplomacy while maintaining strict confidentiality
Collaborative team player who welcomes feedback
Preferred
Bachelor's degree in Finance, Accounting, or a related field; or an equivalent combination of education and experience
Minimum of three years working in an Accounts Payable unit, preferably within a higher education setting
Basic understanding of 1099 forms, tax withholding, and reporting requirements
Demonstrated customer service experience in an Accounts Payable environment
Knowledge of Accounts Payable processes, including supplier setup
Experience working in an office environment or related professional setting
Working knowledge of PeopleSoft
Company
Chapman University School of Pharmacy
A top 50 research school, Chapman Pharmacy is an ACPE and WASC-accredited institution located in Irvine, California.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase