• Chief Clerk - Accounts Payable

    St. Lawrence University (Canton, NY)


    Position Information

    Position Title Chief Clerk - Accounts Payable

     

    FLSA Non-Exempt

    Primary Responsibilities

    A. General Summary of Position

     

    Under the direction of the Accounts Payable Supervisor, this position is responsible for reviewing all documentation related to payments processed through the Accounts Payable system to ensure compliance with St. Lawrence University ( SLU ) policies, procedures, and relevant regulations.

     

    Key responsibilities include working with the University’s ERP system and procurement platform (Unimarket) to approve and process payment requisitions and invoices, creating vouchers for payment. This role flags vouchers in the Colleague system and ensures timely payments using appropriate methods such as checks, direct deposits, wire transfers, or Supplier Pay.

     

    Additionally, this position supervises a student worker assigned to Accounts Payable functions, providing guidance and oversight for related tasks.

     

    B. Duties/Responsibilities

    • Review and process vouchers, invoices, and payment requests submitted through Unimarket and other systems, ensuring accuracy and compliance with university policies and applicable laws. Resolve any discrepancies with the appropriate departments.

    • Approve (flag) vouchers in Colleague and prepare daily reports to reconcile invoices flagged for payment.

    • Ensure payments to nonresident aliens comply with tax regulations. Calculate tax withholdings and work with departments to collect required documentation (e.g., IRS Form W-8).

    • Upload payment files from departments (Library, Bookstore, Facilities, etc.) into Colleague, correct any errors, and reconcile totals before processing payments by check or ACH .

    • Process ACH payments, upload payment files to the bank, and ensure transactions are completed on time.

    • Print, review, and distribute accounts payable checks according to schedule. Generate and report Positive Pay files for fraud protection.

    • Void, reissue, or stop payments on checks as needed and maintain accurate records.

    • Assist vendors, employees, and students with questions related to payments, reimbursements, and purchase orders.

    • Review and maintain 1099 records, prepare and update them annually for IRS submission.

    • Track gift card recipients and assist with appropriate tax reporting on IRS Forms 1099 or 1042-S when required.

    • Organize and store accounts payable documents electronically for easy access and audits.

    • Maintain and reconcile Excel spreadsheets for prepaid expenses, fuel tax, and ACH transactions. Support other tasks as needed, such as account analysis, staff training, and special projects.

    C. Supervision received.

     

    The Accounts Payable Supervisor provides guidance and reviews the work regularly and assists in providing training and resolving problems.

     

    Schedule: Monday – Friday 8-4:30pm

     

    Days off: Saturday and Sunday

    Minimum Qualifications

    High school diploma or equivalent with a minimum of five years of accounts payable or related work experience, or an associate’s degree with at least three years of accounts payable or related experience required. Proficiency in Microsoft Office, including Excel and Word, and experience with Colleague or similar systems is a plus. Must be highly organized, detail-oriented, and capable of learning new systems.

     

    Excellent oral and written communication skills are essential. The ideal candidate can work independently and collaboratively within a team environment. Must demonstrate the ability to interact effectively with diverse groups, including students, faculty, staff, alumni, community members, and business partners. Strong problem-solving skills and the ability to work with minimal supervision are required. Professional communication and interpersonal skills are a must.

    Preferred Qualifications

    Salary CSEA Level 16 $19.22 - $26.46/hr. The actual compensation will be determined based on experience and other factors permitted by law.

     

    Status (FT, PT, Seasonal, Temp) Full-time (12 months)

     

    Posting Detail Information

     

    Posting Number ST01409

     

    Desired Start Date

     

    Open Date (to accept applications)

     

    Close Date (date applications will not be considered)

     

    Open Until Filled Yes

    Special Instructions to Applicant

    Please complete application form and include contact information for at least three professional work references. Upload required documents in the “applicant documents” section.

     

    All offers of employment are contingent upon successful completion of a background (including criminal records) check.

     

    Supplemental Questions

     

    Required fields are indicated with an asterisk (*).

     

    Applicant Documents

    Required Documents

    + Resume

    + Cover Letter/Letter of Application

     

    Optional Documents