Disbursements Specialist

Posting Number: 20260294S

Location
Villanova, PA

Work Schedule:
full-time/12-months

Department: 434-Payroll and Disbursements

Position
Summary

Why work at Villanova?

• Join a mission-driven organization. Since
  Villanova University’s founding in 1842,
  we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World
  Report’s 2026 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
• Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid
  time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional
  development, tuition assistance, and more.

Reporting to
the Disbursements Manager, the Disbursements Specialist provides a variety of professional accounting services in support of the activities
of the Accounts Payable (Disbursements) Office. This position is responsible for the following: (1) researching and processing problems and
rejected invoices within all payables systems; (2) processing of monthly payments not processed in Concur such as monthly Augustinian salary
payments; (3) processing of payments received via files such as student payments from the Bursar’s Office and the Dining Services VINI
process; (4) review and approve new suppliers in the Payment Works system and update supplier information as needed, coordinating with the
Procurement Office as necessary; and (5) responsible for processing Zelle payment files and status updates.

The Disbursements
Specialist will assist in reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is
completed utilizing the University’s automated electronic systems and includes verifying invoice information, assigning to correct
departments and individuals, and reviewing final invoices for processing. The position is responsible for maintaining an accurate filing of
all manual transactions and will serve as back-up support for the Disbursements Manager for daily balancing to the general ledger, and final
approval of invoices, ensuring all University policies and procedures are followed.

Villanova is a Catholic university sponsored
by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to
the University’s mission and values.

Duties and Responsibilities

ESSENTIAL JOB
FUNCTIONS:

• Research and rectify problem invoices and expense reports that did not feed into the University’s ERP system
  (currently Banner) from Concur (the University’s invoice and expense reporting system). On a weekly basis, manually key direct withdrawal
  invoices that were not processed directly in Concur, such as ACH and Wire payments. Process monthly invoices for Office Basics, Wright
  Express, UPS, and monthly Augustinian salary payments. (Work with the Accounting department to research and reissue escheat payments. Review
  ACH returns (notifying student or vendor that bank account will be made inactive due to incorrect bank account information and will need to
  be corrected should they wish to receive payments via direct deposit in the future. Reissuing payment as a check if necessary.) File and
  maintain records for all manual processing
• Review and approve new suppliers in the University’s supplier onboarding system
  (currently PaymentWorks). Additional 1099 vendor connection must be confirmed and manually added if necessary. Review and modify ACH vendor
  records to ensure that payment method is the default. Frequently work through current suppliers that are not signed up for direct deposit by
  sending a PaymentWorks invitation to them. Assist employees in signing up for direct deposit for reimbursement. Perform updates as
  needed.
• Responsible for the Zelle payment process (pulling together Zelle transactions from various sources and accumulating into
  one formatted file to upload into the University’s banking system (currently JPMorgan Chase-
  “JPMC”), uploading this file into JPMC for
  payment processing, ensuring errors are corrected and successful payments are made, and provide applicable departments with weekly payment
  status reports.
• Coordinates with the Bursar’s Office to perform daily student refund fees in the Banner system. Confirms files were
  successful and completes any refunds that reject. Completes student refunds that are to be paid to a third-party on the student’s behalf.
  Completes weekly VINI (vendor invoice interface) feeds from Dining Services, Campus Card Systems, and selected suppliers. Update 1099K spend
  information in Banner from Wildcard information, obtaining this information from the Wildcard Office.
• Review daily Positive Pay
  exceptions in the University’s banking system (currently JPMorgan Chase, “JPMC”) ensuring decisions are made prior to daily deadlines set by
  JPMC. Research lost checks not received by the payee and confirming the check status in JPMC. Work with the payee to replace payment,
  voiding, and reissuing the checks.

NONESSENTIAL JOB FUNCTIONS:

• Perform additional duties and assist with
  special projects as assigned.

Minimum Qualifications

Formal Education:

• High School
  Graduate required, with 2 years business school/college preferred.
• Two to four years of Accounts Payable
  experience

Specific Job Knowledge:

• Knowledge of automated payment processing systems (Banner Financial
  Systems and Concur preferred)
• Experience in a University or other service-oriented environment.
• General knowledge of basic
  accounting principles and general business practices.
• Experience in creating and editing reports in Excel.
• Strong oral and
  written communication skills, including active listening skills.
• Demonstrated ability to understand policies and procedures and
  relay requirements in a meaningful manner to the users of those policies and procedures.
• Ability to communicate (verbally and in
  writing) accounts payable standards and technical information clearly and effectively to diverse audiences with varying levels of
  understanding.
• Skilled in negotiating issues and resolving problems.
• Superior customer service.

Work
Skills:

• Strong interpersonal skills and communication skills.
• Ability to handle a high volume of activity with a
  high degree of accuracy.
• Strong data entry skills, ability to manage and complete multiple tasks under general supervision.
• Ability to present information and responses to questions from suppliers and departments clearly and accurately.
• Strong
  analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions.

Equipment Knowledge:

• Proficiency in Microsoft Office Suite and automated invoices systems (preferably
  Concur).
• Standard office equipment, including PC and common software packages.

Preferred
Qualifications

• Two years business school/college
• Banner Financial Systems and Concur

Physical
Requirements and/or Unusual Work Hours

n/a

Salary Posting Information

This position falls
within hourly grade 11 and the range is $26.76-$28.57/hr. The final salary will be determined with consideration of several factors
including the selected candidate’s qualifications, department budget availability, market data, and internal equity.

Salary
Grade
11

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