Accounts Payable Specialist

Saint Mary’s College of California

Moraga, CA

ID: 7211806 (Ref.No. 4967080)
Posted: January 29, 2024
Application Deadline: Open Until Filled

Job Description

Job Type


Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.


Responsible for all accounts payable functions for the College, in compliance with State and Federal regulations and College policies and procedures. Must maintain ongoing best practices to insure auditing standards and requirements are met.

1. Process all payable items assigned; verify completeness and accuracy of
backup documentation, proper approvals, appropriateness of general ledger funding source, and compliance with College policies. Obtain additional documentation and/or approvals as required, assign check dates appropriately. Scanning and linking of all payable items is required.

Responsible for set-up and maintenance of vendor record information, to include accurate reflection of W9 data and correct 1099 status. Follow-up with out-of-state service vendors to determine Franchise Tax liability, withholding as appropriate.

Must apply working knowledge of IRS and State guidelines surrounding
an accountable plan, taxable fringe benefits to employees and 1099
reporting requirements. Ensure all transactions are processed in
compliance with these guidelines. Evaluate vendor payments to determine if sales tax should be assessed.

2. Assist with getting, opening, and distributing mail.

3. Responsible for window service, email and phone call inquiries.

4. Assists with matching of checks, requiring verification of accurate payments, addresses, and whether checks are to be held or mailed.
Education: REQUIRED: Associate Degree PREFERRED: Bachelor Degree
Experience: (years required and applicable field of experience):
- 1+ years of experience in an A/P role preferred
- Articulate customer service and interpersonal skills, especially when interacting with those in the technical and financial backgrounds
- Invoice Processing experience preferred
- Comprehensive knowledge of Invoice - Scanning Invoices experience
- Command of Payable Invoices
- Strong organizational skills and attention to detail are a must

Supplemental Information

Application Instructions: Please apply online at Your application is considered complete if you include the following:
  1. Resume
  2. Cover letter that specifically addresses how you meet the qualifications and are prepared to msupport the Mission of the College
  3. The name and contact information for three (3) professional references
  4. Consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third-party background check

Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all. College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws. Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, see the website here: To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Salary Description $23 / hour

To apply, visit


We envision a community that goes beyond tolerance of differences to one guided by social justice, cultural competence and engaged citizenship. We know we can reach greater heights of excellence by learning from diverse people.