USC Human Resources Administration

Job code: 113413Payment Specialist

Grade: H |Overtime eligible: Yes |Date approved: May 4, 2007

Summary

Processes payments to vendors, reimbursements to employees, and stipends to students in accordance with university, sponsored project, IRS, and state taxation requirements. Identifies, researches, and resolves problems with invoices, check requests and other payment requests. Ensures that university payments are processed in a timely and accurate manner.

Accountability

Priority Time (%) Task (Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.)


% Audits requests for vendor payments, reimbursements, and stipends for compliance with university, funding source, IRS, and state taxation requirements. Verifies payment, reimbursement, and stipend requests are justified by a business purpose, properly approved, and supported by sufficient funds. Identifies and obtains missing documentation before processing payment. Ensures that university payments including, but not limited to, checks, Electronic Data Exchange (EDI), foreign drafts, wire transfers, and buyer procurement cards are processed in a timely manner.


% Maximizes incentives from vendors for fast pay and minimizes the time employees need to wait for a reimbursement. Verifies batches to ensure that university payments and account reallocations are processed in an accurate manner, according to internal Accounts Payable and Disbursement Control procedures.


% Verifies accuracy of and keeps current the names, addresses, and check routing instructions, including Electronic Funds Transfer (EFT) applications.


% Identifies, addresses, and resolves customer concerns and problems associated with invoices, check requests, and checks. Processes stop payments, reissues and voids. Produces and distributes reports related to vendor payments, reimbursements, and stipends. Verifies accuracy of reports prior to distribution. Maintains documentation for audit purposes.


% Assists with financial reporting, month and year-end closing, filing, and sales tax accruals.


% Processes refund checks to appropriate departments according to policy.


% Posts EFT payment information to AIS system; troubleshoots and corrects EFT returns.


% Works with departments to promote timely and accurate settlement of cash advances.


% Trains and provides leadership, guidance and direction to student workers. Monitors student attendance.


% Assists with development and implementation of new department programs, policies and procedures. Interprets policies regarding financial payments.


% Answers phone and email correspondence inquiries and requests from various departments, students, and vendors. Interacts with university administrators, agency representatives, and colleges.


% Makes recommendations to improve systems to assist customers and facilitate payments.
Emergency response/recovery:    
In the event of an emergency, the employee holding this position is required to "report to duty" in accordance with the university's emergency operations plan and/or the employee's department's emergency response and/or recovery plans. Familiarity with those plans and regular training to implement those plans is required. During or immediately following an emergency, the employee will be notified to assist in the emergency response efforts, and mobilize other staff members if needed.

Qualifications

Minimum education Preferred education
  • Associate's degree
  • Combined experience/education as substitute for minimum education
 
Minimum experiencePreferred experience
1 year  
Minimum field of expertise Preferred field of expertise
Related bookkeeping/accounting experience. Knowledge of bookkeeping/ accounting practices and principles. Ability to use a variety of bookkeeping/accounting software applications such as databases, spreadsheets, etc., as required.  
SkillsMachine/equipment
  • Assemble and organize numerical data
  • Balance figures
  • Communicate with others to gather information
  • Compose letters
  • Compute totals
  • Coordinate work of others
  • Establish and maintain filing systems
  • Gather and input data
  • Maintain logs
  • Prioritize different projects
  • Research information
  • Understand and apply policies and procedures
  • Use database and/or word processing software
  • Verify calculations
  • Write memorandums for own signature
  • Adding machine/calculator
  • Computer and peripheral equipment
  • Computer network (department or school)
  • Computer network (university)
  • Fax
  • Photocopier
Supervises level
May oversee student, temporary and/or casual workers.
Comments
 

Signatures

Employee: Date:
Supervisor: Date:

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The University of Southern California is an Equal Opportunity Employer