Accounts Payable and Billing Specialist

Department

OPS Operations, Strategy, and Finance - Supply Chain Management - Accounts Payable

About the Department

The Office of the Vice President for Operations supports the highest ambitions of the University’s teaching and learning, research, and engagement goals with the mandate to oversee enabling infrastructure of the University including the built environment, technology, and human resources organizations. In support of faculty, students, and staff, the Office of the Vice President for Operations prioritizes an exceptional level of service and delivery of robust business practices that steward the University’s infrastructure resources efficiently and contributes to the long-range planning and culture of the University.

Job Summary

Join our team as an Accounts Payable and Billing Specialist within the Department of Safety and Security (DSS), where you'll play a vital role in managing the University's accounts payable and billing operations. In this dynamic position, you will support DSS’s financial integrity by processing vendor invoices, ensuring timely payments, and maintaining compliance with University policies. You'll deliver crucial weekly and ad hoc reporting to the Executive Director, contribute to internal audits, and monitor the status of purchase orders, payments, and billing transactions.

The ideal candidate thrives in a fast-paced environment, shows meticulous attention to detail, and collaborates seamlessly with both internal stakeholders and external vendors. You will be responsible for maintaining accurate financial records, resolving discrepancies, validating payment transactions, and providing insightful metrics to guide departmental decisions.

Responsibilities

• Processes and validates vendor invoices, ensuring accuracy, completeness, and compliance with university policies and procedures.
• Reconciles accounts payable (AP) balances monthly; investigates and resolves discrepancies, including outstanding procurement invoices and billing errors.
• Manages and maintains an active list of all DSS purchase orders, providing timely status updates and alerts regarding renewals or increases needed for invoice processing.
• Addresses invoice-related issues, such as missing, rejected, uploading errors, etc., and resolves internal notices concerning outstanding payments, particularly within Oracle.
• Prepares and delivers monthly summaries of invoices in Oracle with payment status exceeding 45 days.
• Audits DSS payment transactions (ACH, wires, paper checks) and review the Account Payables Daily Diagnostic reports to identify and resolve payment errors or disputes.
• Review and validate vendor AP adjustments and write-offs.
• Responds to vendor inquiries regarding payment status, maintaining positive relationships with external vendor accounting departments.
• Maintains accurate records related to DSS payment processing and prepares departmental financial metrics around expense payments.
• Calculates, processes, and tracks internal billing transactions for various University billing functions.
• Serves as an AP resource for DSS, providing weekly status reports to the Financial Manager and supporting departmental financial communications.
• Performs a variety of accounts receivable/payable related activities which requires functional knowledge of invoice processing procedures.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
• Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.
• Reviews invoice payment reports and creates appropriate payables transactions to correct errors, with skills learned through considerable on-the-job experience.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

---

Preferred Qualifications 

Experience:

• Background in higher education.

Technical Skills or Knowledge:

• Proficient in Microsoft Word and other Microsoft applications.
• Advanced skills in Microsoft Excel, especially pivot tables, VLOOKUP’s, macros, etc.

Preferred Competencies 

• Attention to Detail - demonstrates a high level of accuracy and thoroughness when processing and reviewing financial documents, invoices, and reports.
• Analytical Thinking - applies strong analytical skills to identify, investigate, and resolve discrepancies and errors in accounts payable and billing functions.
• Mathematical Proficiency - utilizes solid mathematical aptitude in processing transactions, reconciling balances, and preparing financial metrics.
• Organizational Skills - manages multiple responsibilities effectively, prioritizes tasks, and maintains comprehensive records in compliance with University policies.
• Communication Skills - possesses strong verbal and written communication abilities to interact effectively with vendors, colleagues, and senior University officials.
• Interpersonal Skills - maintains positive, professional relationships with internal departments and external vendors, facilitating smooth and efficient operations.
• Independence and Initiative - completes projects accurately and efficiently with minimal supervision, demonstrating self-motivation and accountability.
• Confidentiality and Integrity - handles sensitive information with discretion, adhering to University standards of confidentiality and ethical conduct.
• Flexibility - adapts to shifting priorities, manages tight deadlines, and work non-traditional hours as needed to meet departmental needs.
• Technical Proficiency - utilizes relevant financial systems, such as Oracle, spreadsheets, and reports; and adapts quickly to new technology or changes in workflow.
• Collaboration - works effectively within a team, supporting management, Financial Manager, and other University staff to achieve departmental goals.
• Problem Solving - demonstrates resourcefulness in troubleshooting issues related to payment processing, billing errors, and vendor inquiries.

Working Conditions 

• Standard office environment.
• Sit for short or extended periods of time.
• Extensively use computer.
• Make repetitive wrist, hand, or finger movements.

Application Documents 

• Resume/CV (required) 
• References Contact Information (3)(required)

Job Family

Financial Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

​
FLSA Status

Non-Exempt

​
Pay Range

$24.52 - $28.85

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.