ACCOUNTS PAYABLE OFFICER

ACCOUNTS PAYABLE OFFICER

N/A - Not Applicable

Under the supervision of the Comptroller and Senior Comptroller
or designee, the Accounts Payable Officer is responsible for
performing and maintaining the regular accounting duties for
payables within the organization. The main responsibilities of an
Accounts Payable Clerk include, , and paying or receiving
payment from vendors. assisting in the reconciliation of accounts

Oral and written instructions are received from the Comptroller and Senior Comptroller or
designee. The Accounts Payable Officer may supervise support staff and student workers.

1. acquire and process Accounts Payable invoices in line with business rules, including but
not limited to:
a. Receiving invoices via email and assessing for legibility and validity
b. Matching invoice to Purchase Orders or check request, and Goods Receipt Note
2. Enter matched invoices accurately
3. Run invoices due for payment report and upload payment files for approval
4. Maintain check log for accounts payable.
2. Prepare monthly transaction report for the accounts payable operations.
3. Resolve vendor inquiries relating to payment for goods or services rendered to the
College.
4. Process payments for travel authorization and reimbursement through the payroll
system.
5. Maintain and update procedural manual on the accounts payable and related activities.
6. Review vendors’ files for payment of any outstanding invoices
7. Follow up with all departments and/or vendor via telephone/email in regard to any
outstanding invoices for verification of unpaid, lost or billed invoices.
8. Assist in the preparation of all inquiries from vendors and departments regarding invoice
payments in a timely manner.
9. Maintain vendors master file and perform monthly vendors reconciliation
10. Assist with audit preparation
11. Assist with annual 1099 preparation
12. Establish and maintain property inventory records.
13. Maintain strict confidentiality and security of vendors, employees and student records in
accordance with college regulations and guidelines at all times.
14. Prepare routine, special and ancillary reports as required.
15. Perform other related duties as required.

The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential responsibilities and
functions of the job and are not meant to be all inclusive. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.
Unless reasonable accommodations can be made, while performing this job the staff member shall:

• Use strength to lift items needed to perform the functions of the job.
• Sit, stand and walk/move from place to place for required periods of

time.

• Move between buildings.
• Speak and hear, communicate using telephone and/or walkie talkie.
• Use close vision, color vision, peripheral vision and depth perception

along with the ability to focus vision.

• Communicate effectively in English, using proper grammar and

vocabulary.

• Reach with hands and arms and use hands and fingers to handle

objects and operate tools, including but not limited to, computers,
keyboards, telephones, calculators, and controls.

• Bend, twist, climb, push, pull, and lift.

1. Bachelor’s degree in Business administration or related field.
2. 1 – 2 years experience in an Accounts Payable role
3. Experience working in an automated accounts payable operation, preferably in higher
education.
4. Demonstrated knowledge of practices and procedures used in financial administration.
5. Working knowledge of computers, preferably the Microsoft Office suite of applications.
6. Working knowledge of Accounting system, preferably Banner
7. Demonstrated ability to work under pressure, prioritize assignments and to exercise good
judgment at all times.
8. Excellent interpersonal skills.
9. Ability to communicate effectively, orally and in writing.
10. Ability to work in a multi-cultural environment.

Bachelor’s Degree

1. Bachelor’s degree in Accounting, Finance, or related area.
2. Experience working in the business office of a higher education institution, preferably at
the community college level.
3. Two years demonstrated experience in financial administration or general accounting.

Bachelor’s Degree

12/05/2024

No