Accounts Payable Specialist

The Accounts Payable Specialist is responsible for administering, auditing and processing accounts payable transactions, including but not limited to invoices, ACH and check payments, international wires, employee reimbursements, and travel/P-card transactions. This role manages vendor accounts, maintains accurate financial records, ensures compliance with College policies and internal controls, banking regulations, and IRS requirements, and provides support for audits and financial reporting.

Responsibilities:

Utilize the Banner (ERP system) to enter invoices for payment and produce accounts payable paper and electronic checks.
• Review invoices against purchase orders, contracts, and receiving reports; gather supporting documentation and collaborate with internal teams and vendors to verify details.
• Oversee, prepare and reconcile accounts payable, check disbursements, and outstanding checks into the year-end accounts payable lead schedule; ensure accuracy with the general ledger and provide supporting documentation for audit requests.
• Administer and process payment of approved purchases for the College, Foundation and Student Finance in a timely and accurate manner.
• Manage the electronic filing of all paid invoices, ensuring they are saved in PDF format.
• Serve as the primary point of contact for inquiries related to payment submission deadlines, ACH payments and processing timelines, travel and P-card transactions; maintain accurate documentation of all communications for compliance and audit purposes.
• Act as liaison between the Finance Department and various College departments regarding purchase transactions, accounting strings, and problem resolution in compliance with the Financial Administrative Manual (FAM).
• Prepare and execute ACH payment batches in compliance with banking regulations and internal control procedures to prevent fraud.
• Verify vendor banking details for ACH enrollment, maintain secure up-to-date vendor ACH information in the accounting system, and serve as the primary contact for vendors regarding ACH payment inquiries.
• Prepare month-end and year-end closing processes related to ACH transactions.
• Review and approve employee reimbursement requests, record them in Banner, and process payments through ACH to ensure timely, accurate, and electronic disbursement of funds.
• Administer and process international wire transfers though U.S. Bank with accuracy and compliance.
• Manage the virtual payment process by entering vendor invoices, executing payments, reviewing payment files sent to US Bank, and ensuring accuracy of transactions.
• Manage current vendor details in U.S. Bank Access Online, monitor and reissue payments as needed, communicate with vendors regarding unclaimed payments all while ensuring proper documentation for audit requirements.
• Verify prepared checks are matched to remittances, where required, and mail out.
• Reconcile and prepare lead accounts payable related schedules for annual audit.
• Produce checks from multiple bank accounts needed by the College.
• Audit and reconcile electronic travel and purchasing card statements monthly in accordance with established procurement and financial policies.
• Verify travel and p-card transactions are posted to the correct accounts and reflect the proper general ledger account; create, review, and confirm upload files, ensure the entries balance, and maintain compliance with internal controls, College policies, and audit documentation requirements prior to posting.
• Initiate and process travel and P-card transactions within Banner.
• Manage and oversee payments to travel and P-card statements and supporting documentation.
• Manage and verify vendor accounts to ensure payments are up to date.
• Complete Banner testing of the accounts payable module and serve on the Banner User Committee (BUC).
• Send W-9 forms for tax information as needed.
• Administer the processing, reporting, and distribution of the annual IRS 1099 forms for vendors and contractors, as well as 1042-S forms for foreign persons with U.S-sourced income.
• Work with IT on any new form setup or changes that are needed to comply with 1099 regulations.
• Assist the Foundation Operations & Finance Specialist with quarterly reconciliation of accounts payable transactions.

Required Knowledge, Skills and Abilities:

• Knowledge of general office and accounting principles and procedures.
• Knowledge of the purchase requisition and vendor payment cycle.
• Must be detail oriented in preparing and prioritizing large volumes of information.
• Ability to operate laser check printing.
• Ability to work independently and as a member of a team.
• Ability to model integrity through self-awareness, personal accountability, ethical behavior, quality standards, and sustainable practices.
• Ability to think critically by applying problem solving practices, acquiring relevant information, using technology and other resources appropriately, and evaluating alternatives.
• Ability to communicate effectively by speaking and writing clearly, concisely, and professionally; practicing active listening; reading critically and adapting communication for audience.
• Ability to recognize personal biases, adapt to different cultural situations, and demonstrate a commitment to respectful interactions with persons of various ethnic, cultural, socio-economic, or educational backgrounds.
• Intermediate knowledge of and skills with technology including software programs for communication, data collection, and decision making including, but not limited to, Office 365 Suite.
  

• Associate's degree in Accounting, Business, Finance, or related field with a minimum of three years of experience required; OR a bachelor's degree in Accounting, Business, Finance or related field with a minimum of one year of relevant work experience preferred.

In evaluating candidates for this position, the College may consider a combination of education, training, and experience which provides the necessary knowledge, skills and abilities to perform duties of position.

CVTC reserves the right to limit applicant consideration from specific geographic regions when differences in state-level policies, laws, or regulatory frameworks present conflicts with institutional standards and/or fiduciary responsibilities. This practice supports compliance, operational integrity, and alignment with the College's strategic objectives.

The College is seeking to attract diverse instructors and staff who can inspire our increasingly diverse student population. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design, and deliver solutions. We value the ability to serve students from a broad range of cultural heritages, socioeconomic backgrounds, genders, abilities, and orientations. Therefore, we seek applicants who demonstrate they understand the benefits of diversity in a higher education community. Consideration will be given to equity-minded individuals committed to collaborating with faculty, staff, administration, students, and community partners who are also committed to closing equity gaps.

2026 annual benefits include:

• 3 - 4 weeks of paid vacation time based on years of service
• 11 paid holidays
• Paid winter break - varies each year based on academic calendar and, at a minimum, includes days between Christmas and New Year's holidays (some exceptions may apply for essential workers)
• Paid summer break - the week of July 4th.
• 4 paid personal days
• 3 weeks (15 days) paid sick time annually for absences due to illness, injury, or doctor and dentist appointments of the employee, dependent children, spouse, or parents of the employee or spouse; cumulative to 135 days (1,080 hours)
• Paid bereavement time
• Paid volunteer time
• Tuition reimbursement up to $2,500 annually (eligibility requirements apply)
• Health insurance for employee, spouse, and dependents with attached Health Savings Account (HSA); CVTC contributes $3,400 annually for a family plan or $1,700 annually for a single plan to your HSA
• Wellness incentive of up to $600 for employees enrolled in CVTC's health insurance
• $2,500 cash-payment in lieu of CVTC health insurance coverage for employees who have credible coverage through another source
• Dental insurance for employee, spouse, and dependents
• Vision insurance for employee, spouse, and dependents
• Life and long-term disability insurance premiums paid by CVTC
• Wisconsin Retirement System (WRS), CVTC matches 7.2%, vested at 5 years of credible service
• 403(b) tax deferred annuity program
• 457(b) deferred compensation plan
• Section 125 flexible spending accounts
• Employee Assistance Program (EAP)
• Professional development
• Certified Gold Level Family Friendly Workplace (FFW)
• Access to expansive collection of college and public library resources for personal and professional use
• Free or low-cost services offered by CVTC program students, such as computer repair, automotive repair, Shear Inspiration Salon and Spa, aesthetician services and 620 West restaurant and culinary pop ups

Benefits begin on the first date of employment (i.e., there is no waiting period).

CVTC does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The following person has been designated to handle inquiries regarding the college's non-discrimination policies: Tam Burgau, Vice President of Talent & Culture, 620 W. Clairemont Avenue, Eau Claire, WI 54701, 715-833-6334, WI Relay: 711