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Purchasing/ Accounts Payable Specialist

Posting Number S00604

Position Type Full Time

Hours/Schedule Standard campus business hours: 8:00am -5:00pm Hours may vary based on operational needs.

Campus Main Campus, Utica NY

Date Position Available 11/07/2025

Posted Salary $17.50 to $19.00 per hour.

FLSA Status Non - Exempt

Benefits Eligible Yes

If yes, please select: All Benefits

Position Summary Information

Position Summary

The Purchasing/Accounts Payable Specialist is responsible for issuing Accounts Payable checks, Purchase orders, and invoice payments, while maintaining confidentiality on all documents issued.

Location Utica, NY

Application Deadline

*Full consideration by*:

Open Until Filled Yes

Major Responsibilities

ACCOUNTS PAYABLE

+ Process Accounts Payable checks. This includes regular student and AP check runs each week, with additional runs as necessary. A good working knowledge of the Ellucian Banner Finance system, including general problem-solving solving is required for both Accounts Payable and Purchasing. Use Evisions to process checks. Assists departments as necessary with research on budget issues. Maintains W-9 files for 1099 processing.

PURCHASING / INVOICING

+ Reviews requisitions prior to processing Purchase Orders and pays invoices in a timely manner to facilitate the flow of goods and services to the University. Work very closely with all departments to ensure the proper paperwork is submitted for timely ordering and payment. Maintain separate “recurring” Purchase Orders with monthly invoicing. Handle complex vendor accounts assigned by the Manager of Purchasing/Accounts Payable, including analyzing statements, researching orders, working with the University ordering departments and meeting with the vendors as necessary to maintain timely and accurate payments to the vendors.

+ Maintain the University stationery online ordering system, including working with the vendor to update the website as necessary, and assisting departments with proper procedures

+ Oversee all office supply purchases on campus, maintain the database, and train users.

+ Manages local store credit card use and payments.

CASHIERING ( PART - TIME ) – STUDENT FINANCIAL SERVICES

+ Provide coverage for the Student Financial Services Cashier during the months of June and July to support operations while the ten-month position is not staffed.

+ Perform cashiering duties including processing student payments, departmental deposits and other financial transactions accurately and securely.

+ Provide customer service by assisting students, families and staff with questions related to payments and accounts.

+ Serve as backup throughout the year as needed during periods of short staffing to maintain consistent cashiering coverage.

GENERAL OFFICE PROCEDURES

+ Answer phones, open mail, oversee and respond to Purchasing email account, Accounts Payable & Purchasing filing.

+ Participate and engage in Diversity, Equity, and Inclusion ( DEI ) initiatives and programs, including but not limited to serving on DEI committees, serving as a diversity advocate or community liaison for a job search, advising a club, facilitating DEI -related training, and engaging in institutional cultural and celebratory events and programming

+ Works with supervisor to develop specific goals that support Utica University’s operational plans. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year.

+ Responsible for working with the supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators.

+ May perform other related duties as assigned.

Driving Responsibilities

This position does not require driving a University-owned vehicle.

Travel

This position does not require travel.

Supervises Trains and supervises students. Occasionally requires project leadership.

Education & Experience Qualifications

+ High School diploma or equivalent required, Associate degree preferred.

+ Experience in data entry in a business setting.

+ Knowledge of accounting and bookkeeping procedures.

+ Strong administrative skills and proven ability to follow up on tasks.

+ Ability to learn UU purchasing policies and procedures.

Minimum Skills/Abilities

+ Ability to make sound decisions using good judgment based on knowledge of Purchasing and University procedures.

+ Strong organizational skills and the ability to work in an environment with interruptions.

+ Able to meet deadlines without losing accuracy.

+ Microsoft Office, Ellucian Banner.

+ Ability to effectively communicate and exchange information with a wide variety of individuals, with excellent interpersonal skills and a customer service orientation.

+ High degree of integrity and ability to maintain confidentiality.

+ Must be able to work flexible hours if necessary.

Applicant Documents Instructions

Additional information Visa sponsorship is not available for this position

EEO/AA Statement

Utica University is committed to affirmative action, equal opportunity, and creating a welcoming work environment for all employees. All qualified applicants will receive consideration for employment without regard to veteran status, disability, citizenship status, domestic violence victim status, or protected status under applicable local, state, or federal law.

Commitment to Supporting and Hiring Veterans

Utica University is a comprehensive, independent, private institution founded in 1946 to offer options for higher education study to veterans returning from the Second World War. More than seventy years since veterans returned from WWII , this tradition of serving veterans is still held in high regard here at Utica University, and we are proud to welcome veterans as students and as valued members of our faculty and professional staff.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

+ * How did you hear about this employment opportunity?

+ HercJobs.org (HERC Higher Ed Recruitment Consortium)

+ HigherEdJobs.com

+ InsideHigherEd.com

+ Observer Dispatch (Utica OD)-newspaper

+ Ithaca Journal

+ Personal Referral

+ Utica University Website

+ Albany Times Union

+ Binghamton Press & Sun

+ careerbuilders.com

+ centralnewyorkhelpwanted.com

+ Chronicle.com (Chronicle of Higher Ed website)

+ Elmira Star Gazette

+ Utica University Online Employment Website

+ DiverseEducation.com (Diverse Issues in Higher Education

+ Historically Black Colleges and Universities

+ Indeed.com

+ Current Utica University Employee

+ Referred by a Utica University Employee

+ Referred by a non Utica University Employee

+ Twitter

+ LinkedIn-Job Posting

+ LinkedIn-Recruited by Utica University HR

+ Centralnewyorkhelpwanted.com

+ Syracuse Post Standard-newspaper

+ Albany Times Union-newspaper

+ Facebook

+ Job Fair

+ Search Firm

+ NCAA

+ PRISM Network

+ HBCU Connect

+ DiverseJobs

+ Other

+ * Please provide more details regarding the source of your referral?

(Open Ended Question)

Applicant Documents

Required Documents

+ Resume / Curriculum Vitae

+ Cover Letter

Optional Documents

+ Letter of Reference #1