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Loyola University Chicago is an Equal Opportunity / Affirmative Action Employer.

Position Details 

Position Details

Position Number 8101376
Job Category University Staff
Job Type Full-Time
FLSA Status Non-Exempt
Campus Chicago-Water Tower
Department Name CONTROLLER
Location Code ACCOUNTS PAYABLE (04400B)
Is this split and/or fully grant funded? No
Duties and Responsibilities

- Reviews, approves and processes check requisitions and expense reimbursements.
- Verifies the following: Required department signature; Account coding (Proper expense category/validation); Proper documentation and compliance with university policy; and Invoice totals and previous payments.
- Follows up with vendors and staff to obtain required information.
- Escalates unresolved and delinquent issues to senior representative or manager.
- Matches and reconciles purchase order invoices into Lawson System.
- Enters purchase order invoices (Inventory, Non-Stock, Special, Service and Credits) and verifies the following information: Vendor number and remittance address information; Invoice number, date, and amount; PO Number; Invoices match to the associated purchase order and receipt; Confirms PO quantity, pricing, units of measure, line item detail to vendor invoices.
- Enters priority codes for rush/urgent payments.
- Releases and/or matches entered invoices and file them into the released for payment cabinets.
- Communicates invoice matching issues to purchasing staff for expedited resolution.
- Escalates critical vendor matching issues and credit hold problems to A/P Manager.

- Prepares for the weekly payment cycle.
- Pulls check back-up from pending payment drawers and matches to items listed on the cash requirements report.
- Perform required invoice maintenance and corrections.
- Mails checks according to vendor remittance information.
- Sorts and files back-up as required.
- Executes weekly payment cycle.
- Runs preliminary cash requirements report to select invoices and expense reports for payment.
- Verifies cash requirements with accounts payable staff.
- Processes verified cash requirements in Lawson.
- Creates check print file/ACH file to process payments.
- Prints and seals checks.
- Runs check register (AP265).
- Posts payments to GL (Payment Closing) (AP170).
- Creates ACH/positive pay transmission file (UI413).
- Transmits positive pay/ACH file to Bank One.
- Posts Invoices to GL (AP175).

- Performs due-diligence to eliminate potential for duplicate vendors.
- Verifies pre-existing vendor accounts.
- Verifies W-9 compliance.
- Maintains vendor database in accordance with established procedures.
- Performs quarterly vendor database clean up.
- Creates vendor labels and folders for accounts payable file.

- Provides courteous, timely and accurate response to various accounts payable inquiries.
- Strive to answer every telephone call.
- Checks voice and email periodically throughout each day.
- Responds to vendor and internal staff inquiries within 24 hours or less.
- Encourages vendors and internal staff to communicate via email.
- Utilizes Lawson screen prints and excel queries to answer inquiries.
- Performs document imaging.
- Scans incoming documents based upon type.
- Indexes documents during the data entry process.
- Verifies image quality and accuracy.
- Processes void, stop-payment and re-issuance of university checks.
- Confirms check status with bank and place stop payments.
- Voids checks in Lawson system.
- Reinstates invoices for cancellation or reissue of payment.
- Performs other duties as assigned.

Minimum Education and/or Work Experience

High school diploma or equivalent plus one to two years of related accounting or finance experience required.


- Bachelor’s degree preferred.
- Good communication and organizational skills required.
- Must be detail oriented.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Computer Skills

Proficiency with MS Office Suite, Internet and email applications. Lawson/Infor and DocFinity

Supervisory Responsibilities No
Required operation of university owned vehicles No
Does this position require direct animal or patient contact? No
Physical Demands Lifting, Carrying, Standing, Repetitive Motions
Working Conditions None
Open Date 11/30/2017
Close Date
Special Instructions to Applicants
Quick Link for Posting

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you possess a high school diploma, or G.E.D. equivalent?
    • Yes
    • No
  2. * Do you possess a minimum of one year of related accounting or finance experience?
    • Yes
    • No
  3. * Do you possess a bachelor's degree in a relevant field?
    • Yes
    • No
  4. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter/Letter of Application
  2. Other Document