Accounts Payable Specialist

Position Summary

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

Essential Duties and Responsibilities

• 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.

Qualifications

Required Minimum Qualifications:

• Associate degree from an accredited institution.
• Three years of accounts payable work experience.
• Must have knowledge of standard accounts payable policies, procedures, regulations, general accounting principles, and mathematics.
• Must have the ability to understand and interpret vendor invoices, statements, and other requests for payments, purchase requisitions, purchase orders, and vendor statements.

• Effective oral and written communication skills.
• Skills in the operation of office machines used in business office.
• Ability to work well under pressure.
• Ability to handle multiple priorities.
• Ability to analyze and solve problems.
• Ability to function in an automated work environment.
• Ability to plan, organize, coordinate and manage complicated tasks.
• Proficient in Microsoft Word, Excel, and administrative computing systems.
• Ability to communicate by using PC, telephone, and written media.

Application Procedures/Additional 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.

Sick Leave
All regular full-time non-instructional staff earns one day of sick leave which is the equivalent of 8 hours of sick leave per month. Unused sick leave is rolled over to the following year. Upon retirement, employees are allowed to convert unused sick time into service time for the purpose of retirement. Further retirement benefits may be found on this page under Alabama Teacher's Retirement.

• Single $ 30
• Family (without Spouse but with dependents) $ 207
• Employee Spouse (no dependents) $ 282
• Family (with Spouse and dependents*) $ 307

• Includes $100 per month spousal surcharge Note: The spousal surcharge does not apply to spouses who are independently eligible for PEEHIP.

• Member $ 50
• Spouse $ 50