The posting
Job Description
The Contract Invoice Compliance Specialist supports University accounts payable and financial compliance operations by reviewing vendor invoices for adherence to contractual terms, University policies, and established payment procedures. The position audits invoices in the University’s enterprise resource planning (ERP) system, processes designated invoice types, assists with wire-payment review and clearing activities, and provides guidance on routine invoice, contract, and policy questions.
The role requires strong attention to detail, sound judgment, analytical ability, and the ability to apply established financial controls while meeting processing deadlines.
Responsibilities
Responsibilities include but are not limited to:
Contract Invoice Compliance Review
- Review vendor invoices in the University ERP system to verify compliance with contract terms, University policies, approval requirements, and established payment procedures.
- Audit invoice activity for spending limits, service periods, payment terms, contract dates, conditions, pricing, required approvals, and sufficient supporting documentation.
- Identify incomplete, inaccurate, unsupported, duplicate, or noncompliant invoice activity; research discrepancies and coordinate with departments, vendors, procurement staff, or other stakeholders to obtain corrections or documentation.
- Maintain clear records of invoice reviews, exceptions, approvals, and supporting documentation in accordance with University procedures and records-retention requirements.
- Escalate complex, unresolved, or higher-risk compliance concerns in accordance with established procedures.
Invoice Entry and Payment Support
- Enter invoices for 1099-K, tuition, insurance, and other designated payments accurately and timely in the University ERP system.
- Review payment documentation for completeness, appropriate approvals, accounting information, and required support before processing.
- Assist with auditing invoices requiring wire transfers, including review of required supporting documentation, approvals, payment instructions, and applicable controls.
- Support routine payment corrections, research, and documentation activities as assigned.
Customer Service and Policy Guidance
- Respond to routine inquiries from University departments, vendors, and internal stakeholders concerning invoices, contracts, payment status, and University policies.
- Provide clear guidance on invoice documentation, contract-payment requirements, approval processes, and established accounts payable procedures.
- Route complex policy questions, contract exceptions, and unresolved issues to appropriate staff or leadership.
- Maintain current knowledge of the University ERP system, applicable payment procedures, and relevant University policies.
Additional Responsibilities
- Assist with accounts payable projects, reporting, process documentation, and continuous-improvement efforts as assigned.
- Identify recurring invoice, documentation, or contract-compliance issues and recommend practical process improvements.
- Maintain confidentiality and appropriately handle sensitive vendor, contract, payment, and financial information.
- Perform other related duties in support of accounts payable and financial operations.
Qualifications
Successful candidate will hold a Bachelor’s degree in accounting, finance, business administration, or a related field; or an equivalent combination of education and relevant experience. Experience in accounts payable, invoice processing, contract administration, procurement operations, financial compliance, or a related financial field. Experience using an ERP system or comparable financial-management system. Demonstrated ability to review financial documentation, identify discrepancies, and apply established procedures accurately.
Additional knowledge, skills, and abilities required:
- Knowledge of accounts payable, invoice-review, contract-compliance, and payment-control practices
- Ability to interpret and apply established policies, contract terms, procedures, and documentation requirements consistently.
- Ability to analyze invoice and payment information, identify exceptions, and resolve routine discrepancies.
- Strong attention to detail, organization, and ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills, including the ability to provide clear guidance to varied stakeholders.
- Proficiency with ERP systems, spreadsheet software, email, and standard business applications.
- Ability to maintain confidentiality and handle sensitive financial information appropriately.
Preferred experience and knowledge:
- Experience reviewing invoices for contract compliance, spending limits, terms and conditions, or supporting-documentation requirements.
- Experience processing wire payments, 1099-K-related invoices, tuition payments, insurance payments, or other specialized payment activity.
- Experience in a large, complex, or higher-education organization.
- Knowledge of accounts payable controls, purchase orders, contracts, and payment-documentation standards.
Application Process For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.
Benefits and Compensation
Compensation for the position is budgeted for $21.63 to $26.44 / hour ($45,000 - $55,000 / year).
The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee's benefits, visit https://hr.tennessee.edu/benefits/
About Us
The University of Tennessee System is the state’s oldest higher education institution and preeminent public university. The UT System is comprised of campuses at Knoxville, Chattanooga, Pulaski and Martin; the Health Science Center at Memphis; and the statewide Institute of Agriculture and Institute for Public Service. With a presence in each of Tennessee’s 95 counties and through the combined force of education, research and outreach, the University serves students, business and industry, schools, governments, organizations and residents statewide.
