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Accounts Payable Specialist

Job Description

Position Summary:

Reporting to the University Controller, the Accounts Payable Specialist (Specialist) is responsible for executing and optimizing day-to-day accounts payable operations with a strong emphasis on system integrity, compliance, and process efficiency. This role requires advanced proficiency in Workday, including Workday Financials and the Workday Payables module, to ensure accurate transaction processing, reporting, and internal control adherence. The Specialist supports Wentworth’s financial operations by performing invoice review & processing and ensuring timely payments to vendors, employees, and students (as applicable).

The Specialist serves as the sole functional lead responsible for end-to-end management of the department’s operations, maintaining full ownership of all activities within the function, from transaction execution through reporting and compliance. The Specialist will use Workday Financials and PaymodeX, a third-party payment processor, to ensure efficiency and accuracy in the full A/P life cycle, including providing support and training to budget managers who receive & initiate invoices in Workday for approval. The Specialist will review invoices and reimbursements for accuracy and alignment with financial policies and provide final approval before the various transactions are initiated for payment.

Essential Responsibilities:

Invoice Processing & Payment Management

Hands on management and responsibility for the full cycle, end-to-end Accounts Payable process.

Review, validate, and process vendor invoices, purchase orders, employee expense reimbursements, and other miscellaneous payment requests in Workday and PaymodeX.

Ensure accuracy of coding, approvals, tax treatment, and compliance with university procurement and Finance Division policies.

Match invoices to POs and receipts; resolve discrepancies with internal departments and Procurement.

Process supplier, employee, and student payments (ACH, check, wire) in accordance with payment schedules and deadlines.

Conduct a weekly review of invoice requests, invoices, and expense reimbursement status reports to identify unapproved, pending, or stalled items. Follow up with the appropriate approvers to ensure timely processing and inclusion in scheduled settlement runs.

Respond to and independently resolve vendor invoice, employee expense, and student stipend payment inquiries, lost or other contested payments, and other payment inquiries.

Ensure all AP inbox items and inquiries are fully reviewed and resolved, or appropriately documented with status on a daily basis, or prior to each weekly settlement run as applicable.

Other related Accounts Payable duties and projects as required.

Workday Financials Utilization

Actively identify and troubleshoot Workday errors, invoice routing issues, or workflow delays.

Maintain accurate supplier records and assist with supplier onboarding in Workday. Ensure that each vendor has an up-to-date Form W-9 on file before payments are made.

Generate and analyze Workday reports for A/P activity for reconciliation, audit support, and month-end close activities.

Compliance, Audit, & Documentation

Ensure adherence to university policies, state/federal regulations, and accounting best practices.

Maintain organized and audit-ready documentation for all A/P transactions.

Support periodic internal/external audits by preparing documentation and responding to inquiries.

Responsible for filing annual Form 1099’s with vendors, IRS, and State.

Maintain accurate and up to date documentation of Accounts Payable processes & procedures.

Customer Service & Campus Support

Provide responsive support to faculty, staff, and students regarding payment status, policies, and Workday processes.

Collaborate with campus stakeholders to resolve invoice issues, payment questions, and supplier concerns.

Assist departments with Workday navigation related to A/P tasks.

Process Improvement & Team Collaboration

Routinely participate in cross training with other Finance staff members who will cover vacations and other absences.

Recommend and support the implementation of improvements to A/P workflows and Workday configurations.

Support training efforts for campus users on A/P procedures and Workday functions.

Participate in finance team meetings, projects, and year-end close activities.

Minimum Qualifications and Skills:

Demonstrated experience and proficiency in Workday Accounts Payable module.

Experience with hands-on management of entire Accounts Payable function.

Experience reviewing Form W-9’s supplied by vendors and accurately categorizing them in Workday for purposes of Form 1099 filing.

Bachelor’s degree or related experience.

5+ years of related work experience.

High attention to detail and ability to troubleshoot A/P related issues.

Demonstrated experience with autonomy to proactively take steps to identify, resolve, and communicate issues. Use sound judgement and diplomacy and exhibit a sense of urgency where necessary.

Strong interpersonal skills, collaborative mindset, and ability to build trust across departments and hierarchical levels.

Preferred Qualifications:

Experience using PaymodeX, a third-party payment processor.

Proficiency in other Workday Financial Management modules, including general ledger, budgeting, reporting, and grants management.

Knowledge of fund accounting, GASB standards, and nonprofit financial reporting.

Position Details:

This position is eligible for a hybrid work schedule. This position is a full-time, benefits eligible position at 37.5 hours/week. Standard office environment with occasional evening or weekend work required for deadlines.

The job grade for this position is Grade 6. The expected wage range for this position is between $64,000 - $77,000, which reflects what we reasonably expect to pay for this role.

At this time, the university is unable to sponsor applicants for H-1B visas.

About Wentworth

Wentworth Institute of Technology Wentworth Institute of Technology (“Wentworth”) was founded to “furnish education in the mechanical arts.” Today, almost 4,000 undergraduates pursue associate and bachelor’s degrees in 23 engineering, technology, design, and management disciplines across five schools: School of Architecture and Design, School of Computing and Data Science, School of Engineering, School of Management, School of Sciences and Humanities. In addition to offering certificate programs, graduate students may pursue 13 master’s degrees. While Wentworth offers traditional semesters, the hallmark of a Wentworth education remains the robust co-op program, offering hands-on experiences that offer depth of learning, relevant experiences, and valuable networking opportunities. More than 38 percent of the class of 2023 were offered post-graduate full-time employment by their co-op employer. This approach to professionally relevant education is uniquely woven into the fabric of Wentworth, where students are encouraged to make connections across disciplines, in classrooms, labs, and as active participants in industry.

Wentworth is a member of the Colleges of the Fenway consortium, and shares many facilities, resources, and activities with nearby institutions. With this membership, Wentworth students are entitled to register for courses with participating neighboring institutions at no additional cost. Wentworth is also a member of the Tuition Exchange, a reciprocal scholarship opportunity for the dependents of eligible faculty and staff at 645+ member schools nationwide. Wentworth earned the top spot in the latest New York Times college ranking when prioritizing earnings, economic mobility, and economic diversity among colleges in Massachusetts. The Institute’s current operating budget is $151 million, and the value of its endowment is $161 million.

Academics

Wentworth offers 23 undergraduate and 13 master’s degree programs across five distinct Schools and through a variety of pathways: full-time, part-time, hybrid, and online. Wentworth also offers minors, dual graduate degrees, graduate certificates, and accelerated three-year undergraduate degrees along with 3+1, 4+1, and 4+2 undergraduate and graduate degree combinations.

Wentworth offers one of the nation’s most comprehensive Cooperative Education (coop) programs. Undergraduate students at Wentworth are required to complete two coop semesters to graduate. During co-op, students gain hands-on experience and put the knowledge and skills they forge in the classroom into practice while still in school. By partnering with leading industry organizations, Wentworth’s co-op program lets students find solutions to real-world problems while working in their chosen fields while fostering valuable professional connections that are crucial to success in the modern workforce. By integrating a hands-on approach into academics, in the classroom, and through coop, Wentworth prioritizes the long-term career success of our students. This close connection between academic experience and on-the-job proficiency directly translates to higher earnings and accelerated career growth.

Facilities

The 31-acre campus in the heart of Boston boasts a tree-lined quad, modern and traditional residence halls, diverse campus amenities, the Douglas D. Schumann Library & Learning Commons, multiple computer centers, a 24-hour police department, and numerous social activities. The campus also features 60+ state of the art labs and studios including the Casella Robotics Laboratory, the state-of-the-art BOND Virtual Design and Construction Lab, and ample design studios. In fact, Wentworth has achieved an impressive 1:1 student-to-studio space ratio. In February 2024, Wentworth Institute of Technology announced a bold 10-year plan to dramatically transform its physical campus. The plan will create technologically advanced spaces for hands-on learning in preparation for STEM, design and management careers and double the public green spaces on campus, affirming Wentworth’s commitment to sustainability and resiliency. Among the plan’s highlights are new residence halls, a new athletics field house, as well as new and renovated academic spaces.

Compensation and Benefits

Wentworth Institute of Technology is committed to fair, transparent, and legally compliant compensation practices. We believe that clarity about pay structures and ranges supports equity, fosters trust, and ensures a positive workplace for all employees.

Please visit here to see the comprehensive benefits package offered to support the best experience for our employees.

https://wit.edu/careers/work-wentworth

Inclusive Excellence at Wentworth

Inclusive Excellence is one of the four pillars of the

Strategic Plan.

Actively and intentionally cultivating a diverse and culturally competent institution where each member has the opportunity and support to reach their full potential and make contributions to our campus community and beyond is Inclusive Excellence at Wentworth.

To find out more about the Wentworth’s commitment to Inclusive Excellence, please visit the website

https://wit.edu/about/inclusive-excellence

All applicants have the right to accessibility support and accommodations. To request accessibility support or accommodations, contact the Executive Director of Equity and Compliance, Catlin Wells, at

wellsc1@wit.edu

E-Verify for Employment Eligibility Verification (Form I-9)

Wentworth participates in E-Verify. E-Verify is an internet-based system that compares information from your Form I-9 to records available to the U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) to confirm that you are authorized to work in the United States.

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