Accounts Payable Coordinator

Department: Business Office

Job Status: 1.0FTE

FLSA Status: Non-exempt

Reports To: AVP for Business Affairs

Grade/Level: N/A

Amount of Travel Required: None

Work Schedule: M-F; 8:30 a.m. to 5:00 p.m.; 12 months; Evenings and weekends as required.

Positions Supervised: None

POSITION SUMMARY:

Processes payments for the college (e.g. invoices, travel/cash advances, e-checks, etc.), researches disputed invoices, answers account questions, reimbursements, and reconciles assigned accounts. Performs essential functions personally, through others, or in conjunction with designated personnel or outside vendors/experts.

ESSENTIAL FUNCTIONS (Duties and Responsibilities):

Reasonable Accommodations Statement

Reasonable Accommodations may be made to enable qualified individuals with physical or mental disabilities that substantially limit one or more “major life activities” to perform the essential functions. Essential functions exclude Other Job Function Statement(s).

Essential Functions Statement(s) To fully meet job expectations, the incumbent must perform each function in a fully acceptable manner.

Processes accounts payable paperwork for preparation of checks to include matching checks with invoices, preparing for distribution, posting for delivery and filing supporting documentation.

Prepares paperwork for data entry by checking for appropriate signatures, account numbers, accuracy and back up for check requests. Enters and edits data for accounts payable payments.

Checks for sales tax charges and takes advantage of discounts.

Matches release orders to appropriate invoices.

Processes paperwork for payment of recurring vouchers and blanket purchase orders for bills that occur on a regular basis.

Sends invoices to appropriate personnel and obtains authorization to pay.

Prints laser checks, processes e-checks and pre-notes for staff, faculty and students.

Prepares paperwork for distribution.

Processes travel advances and follows up with clearing advances.

Researches disputed invoices and resolves problems with vendors.

Assists staff and faculty with questions regarding check requests, questions concerning budgets and purchasing procedures.

Works with Purchasing Coordinator to prepare and send 1099s.

Balances Accounts Payable accounts.

Other Job Function Statement(s) To fully meet job expectations, the incumbent must perform each function in a fully acceptable manner.

Ensures charges are expensed in proper year.

Maintains encumbrance files.

Assists with maintaining vendor files.

Assists Purchasing Coordinator as needed.

Performs other duties as assigned.

POSITION QUALIFICATIONS: (The minimum knowledge, skills, abilities, licenses, certifications, and behaviors necessary to perform the essential functions of the job at a fully acceptable level.)

KNOWLEDGE (Defines the mental aspects of the job. Knowledge is obtained through education, experience, training, licensure, certification, or through a combination of the aforementioned.)

Minimum: High School Diploma or equivalent. Two years related experience

Desired:

LICENSE or CERTIFICATION (To include, but not limited to: State requirements, e.g., counselor or nurse; professional certification in a specified discipline, e.g., Certified Public Accountant.) (N/A)

SKILLS (The application of knowledge by the manual, verbal, or mental manipulation of data, words, people, or things necessary to fully meet job expectations of the essential functions.)

To fully meet job expectations, the incumbent must:

• utilize Microsoft Office (Word, Excel, Outlook, PowerPoint) or appropriate alternative software to the extent required to effectively perform the essential job functions;
• communicate effectively using a variety of styles and techniques appropriate to inform or persuade the intended audience.

ABILITIES (Natural talents, developed proficiencies, and or other job-related requirements. This section includes observable behaviors or behaviors that produce observable results necessary to fully meet job expectations of the essential functions.)

To fully meet job expectations, the incumbent must have the ability to:

Maintain regular and consistent attendance.

Use cognitive skills to solve problems, develop, plan and implement goals, organize work or assigned projects.

Maintain good working relations with students/staff, faculty and with salesperson/vendors;

Follow instructions and/or guidelines.

Organize daily work or assigned projects.

Pay attention to details.

Accept change and considerable variety in the workplace.

Maintain confidentiality regarding sensitive matters.

Acquire and apply new knowledge through personal development, research, on the job experience, training or education.

Seek and recommend ways to improve processes.

Work with or deal effectively with all levels of employees and other constituents of the college.

Work under pressure while maintaining a professional demeanor.

Reflect professionalism in behavior and appearance.

Model high standards of honesty, integrity, trust, and ethical behavior.

The following represent the physical requirements of the essential job functions: Physical activities required are finger dexterity necessary to operate equipment used in the position, talking, seeing and hearing. Walking, sitting, bending/stooping, pushing/pulling and minimal unassisted lifting (up to 20 pounds) associated with the job duties is required.

WORK ENVIRONMENT: Typical office environment.

Disclaimer: The College has reviewed this post to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the College reserves the right to change this job description and/or assign tasks for the employee to perform, as the College may deem appropriate.

Job Type: Full-time

Pay: $17.44 - $17.96 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $17 - $18