Accounts Payable Coordinator - Williamsburg - William & Mary

Description

Job Requisition:

JR101331 Accounts Payable Coordinator (Open)

Job Posting Title:

Accounts Payable Coordinator

Department:

CC00830 WM001 | Investment Administration Office

Job Family:

Staff - Fiscal Administration

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Discovery 1

Primary Job Posting Location:

William & Mary

Job Description Summary:

William & Mary Foundation advances the university's highest aspirations by securing private support, guiding a multi-asset investment portfolio and offering strategic leadership. In this work, we propel the university toward national preeminence and help shape a future worthy of its history.
Consistent with the university's shared services agreement with the William & Mary Foundation (WMF), this position is assigned 100% effort to supportWMFwith the responsibilities outlined below.
The Accounts Payable Coordinator plays a key role in maintaining the financial integrity of WMF and its seven subsidiaries. This position ensures the accurate and timely processing of disbursements, vendor payments, expense reimbursements, and IRS Form 1099 reporting, all in compliance with internal policies and external regulations. The Specialist manages payables systems and procedures for WMF and subsidiaries processing payments and journal vouchers through the Foundation's automated payment system.
Serving as the primary contact for departments and vendors, this role handles payment processing inquiries, tax documentation, and invoice status tracking. The Specialist also maintains and properly categorizes all electronic and paper files related to WMF payables, ensuring compliance with auditing and tax standards.
One of the university's core values is belonging, and the Accounts Payable Coordinator will help foster a community that embraces diverse people and perspectives. This is a hybrid position based in Williamsburg, Virginia, that offers a flexible work environment.
Review the full position description with all job duties on the University Advancement recruitment website:

Job Description:

Salary: up to $65,000 commensurate with experience and internal alignment.

For full consideration, submit application materials by the review date. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.

Required Qualifications:

• Associate degree in accounting, finance, or related field or equivalent combination of education, experience, and training.
• Hands-on accounts payable experience, preferably in multi- entity or nonprofit settings (preferably 2-4 years).
• Experience with IRS 1099 compliance and vendor tax documentation.
• Prior experience with check issuance, ACH processing, reimbursements, authorizations, invoice preparation, and journal voucher submission.
• Familiarity with banking and treasury operations related to payments.
• Strong organizational skills and ability to manage multiple priorities.
• High attention to detail and accuracy in data entry and payment reviews.
• Proficiency in Microsoft Office (Excel, Outlook, Word).
• Ability to maintain and properly organize electronic and paper records in line with audit and tax requirements.

Preferred Qualifications:

• Experience with sophisticated financial systems, data entry, transaction reconciliation, processing invoices and travel reimbursements.
• Experience supporting senior-level administrators in financial or investment practice.
• Prior work in higher education or nonprofit financial administration.
• Familiarity with Workday.

Conditions of Employment:

• This position requires additional hours beyond the typical work week, at times, to meet business objectives.
• This position is subject to occasional travel for business purposes and professional development.

Duties:

25% - Accounts Payable & Payment Processing:

• Process invoices, expense reimbursements, payment requests, and journal vouchers using Workday or related systems.
• Ensure timely payments via checks, ACH, and wire transfers.
• Prepare and process check requests, coordinate with bank personnel.
• Input payment data accurately; troubleshoot system issues with Data Control or IT.
• Run reports, submit positive pay files and ACH control totals, and resolve banking issues.
• Oversee A/P processes across subsidiaries and resolve discrepancies.

25% - Compliance, Documentation & Controls:

• Review documentation for accuracy, approvals, and policy compliance.
• Verify budget availability and ensure adherence to internal controls and donor restrictions.
• Maintain digital records of check requests and related documentation.
• Update authorized signers and fund restrictions in Workday.
• Ensure compliance with WMF financial policies, IRS regulations, and grant requirements.
• Conduct outreach to vendors for confirmation requests as part of WMF's annual audit, particularly for accounts payable verification.

25% - Vendor Relations & Tax Reporting:

• Serve as primary contact for departments and vendors regarding payments, tax documentation, and invoice status.
• Facilitate vendor setup and ensure 1099 tax compliance.
• Monitor and track 1099 reportable payments; prepare and file annual 1099 forms.
• Respond to 1099 inquiries from vendors and auditors.
• Maintain A/P aging reports and vendor reconciliations.

25% - Financial Operations & Support:

• Manage deposits with the University Cashier and banks.
• Assist with quarter-end and year-end close procedures.
• Provide data and reports for audits, budgets, and financial statements.
• Support improvements in payables systems, workflows, and internal controls.
• Assist Controller and Assistant Controller with banking authorization documents and agreement.

Additional Job Description:

Job Profile:

JP0831 - Financial Specialist I - Nonexempt - Salary - S09

Qualifications:

Compensation Grade:

S09

Recruiting Start Date:

Review Date:

Position Restrictions:

EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission.

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

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