What are the responsibilities and job description for the Accounts Payable Specialist position at ACCS?
JOB
The Accounts Payable Specialist is responsible for processing accurate and timely payments of all expenses to internal and external vendors and individuals. The Accounts Payable Specialist will receive and obtain proper approval signatures and review for accuracy invoices, travel claims, other check requests, purchase orders and other related documentation for completeness and compliance with financial policies, procedures and contractual requirements. Provide customer service and handle the resolution of account discrepancies with vendors. The Accounts Payable Specialist will be required to work closely with the Accounts Manager and all other programs.Salary Schedule: E2 02
EXAMPLE OF DUTIES
Receive, obtain proper approval signatures, match original invoices for payment with purchase orders, check invoices for accuracy, resolve discrepancies, determine due dates/discounts, and organize for payment accordingly.Ensure the accuracy of account numbers assigned to documents submitted for payment.Ensure W-9 forms are on file for vendors and that information is recorded correctly in vendor file prior to issuing any payments.Enter data in Banner for processing invoices and other check requests for payment, including credit memos, discounts, and information for 1099 vendors and taxable travel for W-2 reporting and recording capital assets.Continuously review the accounts payables processes and procedures to ensure efficiencies from start to finish, ultimately resulting in the timely payment of vendor invoices. Identify weaknesses or inefficiencies with supervisor and make recommendations for specific improvements in the processes and procedures.Prepare and maintain backorder information documents by purchase order number on partial shipments for future payments.Prepare accounts payable checks weekly by due date. Attach remittance information to signed checks and mail checks to vendors.Run, verify, and file all reports for each check run in check number sequence; invoice register, cash requirements journal, and check register and capital asset (inventory).Match check copies with payment vouchers and original support documentation. Organize and file in check number order.Monitor back-orders, old and blanket purchase orders and periodically verify and clear non-valid outstanding encumbrances.Follow up on account statements and other discrepancies regarding outstanding balances, payment of accounts, and serve as liaison between departments and vendors in the resolution of account problems and inquiries.Maintain accurate up-to-date files on all checks written and project the future use of checks to ensure inventory of blank checks.Reconcile monthly open accounts payable report with general ledger.Maintain monthly expense checklist.Review, verify, and correct as needed 1099 reporting information. Prepare and submit 1099s annually.Stay abreast of all Federal, State, Local and College laws, regulations, guidelines, policies, and procedures relating to accounts payable.Attend training and professional development workshops and conferences in all related areas.Cross train in other positions within the Finance and Administrative Services Division.Facilitate and participate in campus activities supporting college events as assigned, including but not limited to, meeting set up and preparation, pick up and delivery of materials, campus tours and registration.Serve on College committees.Perform other duties as assigned by the Business Office Manager and/or Regional Chief Financial Officer.
SUPPLEMENTAL INFORMATION
Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered. A complete application packet consists of: Trenholm State Community College online employment application. A current resume, including three (3) references.Copy of transcripts that demonstrate the required educational qualifications must be included and must identify the applicant, institution, degree, and date conferred. WORK EXPERIENCE VERIFICATIONNeither a resume nor an application is appropriate verification of work experience. It is not our policy to contact current and/or previous employers to obtain employment verification. “Work experience verification is required in writing from your current and/or previous employer(s) confirming the required level of experience as stated in the “Minimum Qualifications” section and other related experience. Verification should include dates of employment and position title(s). Proof of work experience verification may be delayed until an official offer of employment using the Work Experience Verification form, which is found on the Human Resources home page. All work experience verification must be completed within 15 days following the employment offer.APPLICATION DEADLINE: Complete application files will be accepted by the Office of Human Resources on a continuous basis and remain active for one year for available positions. Incomplete application packets will eliminate the possibility of a position opportunity. EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS: Trenholm State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Trenholm State Community College will make reasonable accommodations for qualified disabled applicants or employees.Trenholm State Community College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled by the applicants for this position should another vacancy occur during the search process. Any offer of employment is contingent upon the completion of a satisfactory criminal background investigation. The applicant will be responsible for the cost of the criminal background investigation. This employer participates in E-Verify.
The Accounts Payable Specialist is responsible for processing accurate and timely payments of all expenses to internal and external vendors and individuals. The Accounts Payable Specialist will receive and obtain proper approval signatures and review for accuracy invoices, travel claims, other check requests, purchase orders and other related documentation for completeness and compliance with financial policies, procedures and contractual requirements. Provide customer service and handle the resolution of account discrepancies with vendors. The Accounts Payable Specialist will be required to work closely with the Accounts Manager and all other programs.Salary Schedule: E2 02
EXAMPLE OF DUTIES
Receive, obtain proper approval signatures, match original invoices for payment with purchase orders, check invoices for accuracy, resolve discrepancies, determine due dates/discounts, and organize for payment accordingly.Ensure the accuracy of account numbers assigned to documents submitted for payment.Ensure W-9 forms are on file for vendors and that information is recorded correctly in vendor file prior to issuing any payments.Enter data in Banner for processing invoices and other check requests for payment, including credit memos, discounts, and information for 1099 vendors and taxable travel for W-2 reporting and recording capital assets.Continuously review the accounts payables processes and procedures to ensure efficiencies from start to finish, ultimately resulting in the timely payment of vendor invoices. Identify weaknesses or inefficiencies with supervisor and make recommendations for specific improvements in the processes and procedures.Prepare and maintain backorder information documents by purchase order number on partial shipments for future payments.Prepare accounts payable checks weekly by due date. Attach remittance information to signed checks and mail checks to vendors.Run, verify, and file all reports for each check run in check number sequence; invoice register, cash requirements journal, and check register and capital asset (inventory).Match check copies with payment vouchers and original support documentation. Organize and file in check number order.Monitor back-orders, old and blanket purchase orders and periodically verify and clear non-valid outstanding encumbrances.Follow up on account statements and other discrepancies regarding outstanding balances, payment of accounts, and serve as liaison between departments and vendors in the resolution of account problems and inquiries.Maintain accurate up-to-date files on all checks written and project the future use of checks to ensure inventory of blank checks.Reconcile monthly open accounts payable report with general ledger.Maintain monthly expense checklist.Review, verify, and correct as needed 1099 reporting information. Prepare and submit 1099s annually.Stay abreast of all Federal, State, Local and College laws, regulations, guidelines, policies, and procedures relating to accounts payable.Attend training and professional development workshops and conferences in all related areas.Cross train in other positions within the Finance and Administrative Services Division.Facilitate and participate in campus activities supporting college events as assigned, including but not limited to, meeting set up and preparation, pick up and delivery of materials, campus tours and registration.Serve on College committees.Perform other duties as assigned by the Business Office Manager and/or Regional Chief Financial Officer.
SUPPLEMENTAL INFORMATION
Applicants must meet the minimum qualifications as indicated on this vacancy notice and must submit a completed online application packet to be considered for this position. Applicants who fail to submit all required information will not be considered. Only applications received during the period of this announcement will be considered. A complete application packet consists of: Trenholm State Community College online employment application. A current resume, including three (3) references.Copy of transcripts that demonstrate the required educational qualifications must be included and must identify the applicant, institution, degree, and date conferred. WORK EXPERIENCE VERIFICATIONNeither a resume nor an application is appropriate verification of work experience. It is not our policy to contact current and/or previous employers to obtain employment verification. “Work experience verification is required in writing from your current and/or previous employer(s) confirming the required level of experience as stated in the “Minimum Qualifications” section and other related experience. Verification should include dates of employment and position title(s). Proof of work experience verification may be delayed until an official offer of employment using the Work Experience Verification form, which is found on the Human Resources home page. All work experience verification must be completed within 15 days following the employment offer.APPLICATION DEADLINE: Complete application files will be accepted by the Office of Human Resources on a continuous basis and remain active for one year for available positions. Incomplete application packets will eliminate the possibility of a position opportunity. EEOC, E-VERIFY, BACKGROUND CHECK STATEMENTS: Trenholm State Community College is an equal opportunity employer. It is the official policy of the Alabama Community College System that no person shall, on the grounds of race, color, disability, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Trenholm State Community College will make reasonable accommodations for qualified disabled applicants or employees.Trenholm State Community College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled by the applicants for this position should another vacancy occur during the search process. Any offer of employment is contingent upon the completion of a satisfactory criminal background investigation. The applicant will be responsible for the cost of the criminal background investigation. This employer participates in E-Verify.
