Financial Services Student Invoice Assistant

Position Overview

The Central Office customer service position in Financial Services is responsible for independently entering invoice information accurately, correctly, and completely in the University Oracle financial system. The individual must be able to troubleshoot and successfully resolve errors.

Job Description

  • Handling issues/inquiries directly addressed to their individual email account.
  • Monitor the AP inbox (email) for payment status inquiries, or emails requesting information such as tax exemption forms, etc. and respond to the sender appropriately.
  • Researching invoice payments via FITC and SMART to provide detailed payment information to the supplier when requested or if there is a discrepancy.
  • Trouble-shooting PO numbers via FITC and OAC when they don’t pull into FITC. This if followed by emailing the appropriate department/employee notifying them in the event Payables is unable to create payments due to a PO being closed/canceled or if the PO has been overspent.
  • Researching invoices without PO numbers listed in order to allow us to route to the appropriate department for payment resolution.
  • Informing outside entities if they send KU Med or Research invoices without a KU PO listed on it to the AP inbox and forward to the KU Med Center or KU Med Research Institute.
  • Creating/Entering PO invoices in FITC.
  • Entering non-PO payments such as scholarship/fellowship payments on a monthly basis and as necessary.
  • Corresponding with departments for approval or direction when an invoice has a system hold on it due to overages.
  • Submitting requests to Supplier Maintenance to update/change (remit or permanent) supplier or individual addresses in FITC.
  • Load XML invoices into workflow.
  • Re-entering XML upload payments that have been auto rejected. Generally, this is due to the FITC asset issue of canceling and marking the correct Asset Book and checking the box. Asset issues also can occur on regular PO invoices.
  • Research and correct failed XML Invoices.
  • Re-entering invoice payments when they are rejected due to having incorrect funding on the PO, or for any errors found by the department or audit when in the approval stage.
  • Enter credits.
  • Research and correct failed XML Invoices (also known as B2B issues).

Required Qualifications

  1. Enrolled in at least six (6) hours at the University of Kansas.
  2. High attention to detail as evidenced by application materials.
Position Requirements:
  1. Available to work 15-20 hours per week in 2-4 hour shifts.

Preferred Qualifications

  1. Federal Work Study eligible.
  2. Experience using Outlook, Word, and Excel.
  3. Experience working independently.

Additional Candidate Instructions

Completed Application Includes:
  1. Cover letter describing your interest in the position.
  2. Resume
  3. Three (3) three references.
  • Application review begins Thursday, 5/2/24 and continues until a pool of qualified applicants is identified.

Contact Information to Applicants

Nolan Haire,

Advertised Salary Range

12.00 per hour

Work Schedule

Available to work 15-20 hours per week in 2-4 hour shifts.

Anticipated Start Date

Monday May 13, 2024

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Posting Information

  • Posting ID:  27713BR
  • Department:  Financial Services
  • Primary Campus:  University of Kansas Lawrence Campus
  • Reg/Temp:  Temporary
  • Employee Class:  S-Student

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