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Accounts Payable & Payroll Specialist
Financial Affairs
Full time
Full time hourly

The Accounts Payable & Payroll Specialist may be assigned accounts payable and/or payroll related duties at the University. Accounts payable duties include: making payments on behalf of the University; administering the University’s purchase card system; maintaining vendor records; and other related projects and assignments. Payroll specialist duties include: processing payrolls; remitting tax and benefit payments; auditing purchasing card reconciliations and employee expense reimbursements; and other related projects and assignments.

This is a full-time, non-exempt (hourly – generally 35 hours per week), 12 months per year position with benefits. Benefits include: medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

The full job description is available at: http://bit.ly/AP_PSpcl

This posting was posted on March 10, 2020, and applications will be accepted on a rolling basis until the position is filled.

* Please see the end of the “Requirements” section for supplemental questions that we request applicants respond to as part of the application packet.

Accounts Payable Duties

Review, process, gather, and complete accounting transactions and documents with objective of achieving completeness, accuracy, and compliance.

Prepare and issue checks and direct deposit submittals; submit positive pay reports to bank.

Administer the purchasing card (p-card) system, including profile maintenance, card issuance, documenting receipts, reviewing reconciliation reports, and auditing expenses.

Review transactions, support documents, and journal postings for accuracy, authorizations, and compliance. Monitor transactions in accounting systems for clearing and outstanding items.

Establish accounts in financial system; prepare invoices.

Engage in other related duties in the Controller’s Office.

Payroll Specialist Duties

Review and process payroll transactions; prepare employee payments, tax remittances, and benefit payments.

Perform audits on payroll and purchasing card transactions and data to ensure completeness, accuracy, consistency, authorization, and compliance.

Administer garnishments and tax levies while maintaining employee confidentiality.

Produce standardized reports and assist in the production of tax documents as needed.

Assist with W-2 production/reconciliation to ensure timely and accurate mailing and filing.

Engage in other related duties in the Payroll Office.

Common Duties

Resolve and respond to transactional inquiries from employees, students, and outside vendors. Escalate necessary issues to management.

Participate in new initiatives as needed, such as user testing.

Maintain files, desktop procedures, and process documents for areas of responsibility.

May develop and communicate information and trainings to University employees (by electronic or paper communications or via in-person presentations); may maintain information on the University’s website.

Work independently, as well as collaboratively with other University staff and departments, to achieve continuous quality improvement.

Ensure compliance with University policies and all relevant laws.

Promote a friendly, service-oriented attitude while assisting customers and constituents.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee. 

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education and Experience

Required: high school diploma or equivalent.

Required: two years of relevant experience in payroll and/or accounts payable.

Preferred: experience with Banner enterprise system.

Preferred: knowledge of federal and Oregon regulations and guidance related to payroll; knowledge of IRS and Oregon State tax rules and reporting requirements; experience with payroll processes and systems; and experience with basic human resources processes.

Or equivalent education and/or experience.

Certifications and Licenses

Preferred: CPP (Certified Payroll Professional) credential.

Knowledge, Skills and Abilities

Excellent attention to detail and accuracy.

Strong critical-thinking, problem-solving, and decision-making skills; sound judgment.

Ability to engage in analytical problem solving; ability to review and analyze simple to more complex information; ability to learn and apply applicable University policies and governmental regulations.

Effectiveness with numerical problem solving (including arithmetic and algebra); ability to review and analyze simple to more complex numerical information.

Strong organizational, time management and prioritization skills.

Ability to consistently handle and follow through with multiple projects and assignments and meet deadlines; ability to be flexible and adaptable to changing priorities; ability to function effectively in a busy work environment.

Strong orientation towards taking ownership of projects and assignments and proactive with projects, assignments, and process improvements.

Strong orientation towards continued learning and applying learning in the work setting.

Ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion.

Strong ability to work collaboratively, accomplish organizational goals, communicate clearly, manage conflict, and act proactively.

Effective verbal and written communication skills.

Ability to work independently but also to constructively receive supervisory direction and work collaboratively and effectively in a team setting.

Ability to establish effective working relationships, professional rapport, and accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.

Competence with and commitment to diversity, inclusion, and cultural competency, and ability to be an effective partner with students, faculty, staff, and University community members of diverse backgrounds.

Ability to learn and use new technologies and applications in depth at level of proficiency and sophistication required by the duties of the position. Ability to use Microsoft Office suite (Outlook, Word, Excel, and PowerPoint); excellent knowledge of Excel; ability to learn and use University and other software applications as necessary including Banner, Argos, and NOLIJ

*All University of Portland positions require the ability to use and/or learn to use in a timely manner current or new technologies, software, and applications at level of proficiency and sophistication required for duties of the position. In most situations, the necessity of learning, using, and/or supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Please see full job description (link in most postings) for information about physical requirements, working conditions, work standards, and statement about reasonable accommodations.

Supplemental Questions

1. Why are you interested in this position at the University of Portland?

2. What are your areas of work-related strength? What are work-related areas that you would like to improve?

3. Please explain what diversity, inclusion, and equity means to you. Please describe your education and work-related experiences applicable to diversity, inclusion, and equity.

4. Please describe your experience and aptitude working on tasks and projects that require continuous attention to detail and repetitive, routine, and monotonous tasks.

Cover Letter, References, Resume, Supplemental Questions

Notice of University requirements regarding offers of employment and background investigations: Offers of employment by the University are in in writing and signed by the head of the Office of Human Resources and the President, the Provost, or a Vice President. Any offers of employment that do not meet these requirements are not final and are contingent on final approval by Human Resources and receipt of a written offer of employment that meets the previously-stated requirements. A background investigation process is required before final hiring procedures can be completed for all faculty and staff positions. Any offers received before a background investigation is successfully completed are not final and are contingent on successful completion of a background investigation.


For those requiring a reasonable accommodation to apply: Applicants who have a disability and would like to request a reasonable accommodation regarding the application or hiring process should contact Human Resources (503) 943-8484.


The University’s mission and EEO statement: Founded in 1901, the University of Portland is a private, comprehensive, Catholic university with a mission of teaching and learning, faith and formation, service and leadership. The University of Portland is an equal opportunity employer fully dedicated to achieving a diverse faculty and staff. The University of Portland does not discriminate in its educational programs, admissions policies, scholarship and loan programs, athletic and other school-administered programs, or employment on the basis of race, color, national or ethnic origin, sex, disability, age, sexual orientation, or any other basis protected by and consistent with the law. Please see the University’s full Equal Opportunity and Nondiscrimination Policy here: https://www.up.edu/disclosures/nondiscrimination-policy.html.