Accounts Payable Assistant
Full Time
Position Title: Accounts Payable Assistant
Department: Accounts Payable/Payroll (APP)
Division: Financial Services (FIS)
Employee Status: Full-time
Type: Support Staff Association (SSA-Union)
Grade: 8
Salary: ($19.00-$21.00 hourly)
FLSA: Non-exempt
Revised: 04-24 Reporting Relationships
Reports to: Accounting Manager
Supervision Exercised: None
Job Summary
Responsible for preparing, processing, verifying and reconciling all weekly cash disbursements including vendor payments, check requests, memo payments, payroll vouchers, travel expenses and manual checks. Responsible for processing purchase orders, blanket purchase orders, encumbrance adjustments, price variances, and Board addendums. Provides customer service through communication of general ledger corrections, over-budget notifications and maintenance relating to payment processing. Responsible for retrieving accounts payable files from scanning system.
Essential Duties and Responsibilites include the following. Related duties may be assigned
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
Preferred Qualifications
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
Department: Accounts Payable/Payroll (APP)
Division: Financial Services (FIS)
Employee Status: Full-time
Type: Support Staff Association (SSA-Union)
Grade: 8
Salary: ($19.00-$21.00 hourly)
FLSA: Non-exempt
Revised: 04-24 Reporting Relationships
Reports to: Accounting Manager
Supervision Exercised: None
Job Summary
Responsible for preparing, processing, verifying and reconciling all weekly cash disbursements including vendor payments, check requests, memo payments, payroll vouchers, travel expenses and manual checks. Responsible for processing purchase orders, blanket purchase orders, encumbrance adjustments, price variances, and Board addendums. Provides customer service through communication of general ledger corrections, over-budget notifications and maintenance relating to payment processing. Responsible for retrieving accounts payable files from scanning system.
Essential Duties and Responsibilites include the following. Related duties may be assigned
- Receive, organize and prepare all sources of information for accounts payable documentation including invoices, purchase orders, requisitions, and reimbursement forms.
- Review and voucher on a daily basis - all invoices, check requests and other types of payments.
- Communicate with vendors and college employees relating to orders, shipping charges, budget variance and general ledger corrections.
- Process and reconcile travel advance returns.
- Independently reconcile all invoices with receipts and purchases orders and obtain appropriate approval for payments
- Processes check runs and prepares items for proper distribution of payment.
- Assist in the preparation and issuance of government required 1099 MISC tax information for mailing by January 31st each year.
- Assist in the grouping of invoices and check runs for proper fiscal year matching
- File pre-paid invoices for adjustments needed by Accounting Services.
- Liaison for internal and external vendors when problems arise.
- Responsible for audit of all payment types to ensure accuracy of general ledger numbers.
- Review of “Budget Alert/Over-Budget” items and coordinate correspondence relating to the resolution of problems.
- Produce weekly accounts payable checks for the college and the RVC Foundation; verify checks against source documentation prior to disbursement.
- Back-up for semi-monthly accounts payable checks for the payment of garnishments, court ordered payments, annuities and payroll taxes.
- Review monthly vendor statements and resolve outstanding items of more than 30 days.
- Work with the purchasing department to obtain, update and maintain IRS W-9 tax letter documentation.
- Electronically store/record vendor W-9 and 1099 tax information.
- Analyze and verify data for 1099 annual processing; maintain a familiarity with 1099 IRS rules and guidelines.
- Reissue unclaimed property checks at the request for all college expenditures on a monthly basis.
- Safeguard confidential documentation such as lien waivers, garnishments and court ordered payments.
- Quarterly and fiscal year-end review and maintenance of Open Purchase Orders.
- Assist in the development of new processes and procedures to increase efficiency of the department.
- Participate in testing of computerized accounts payable software updates.
- Participate in month-end, quarter-end and year-end close processes with strict adherence to all deadlines; operate with a consciousness of the importance of timely and accurate financial statements.
- Utilization of the scanning system.
- Attend appropriate seminars and workshops.
- Serve on appropriate college committees.
- Regular attendance is expected.
- Using tact and courtesy, the ability to establish and maintain effective relationships with persons contacted in the course of work.
- Perform other duties and special projects as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
- High School Diploma or equivalent required.
- Two years related work experience in accounts payable or closely related field.
- Ability to be a proactive problem solver: identify, analyze and resolve issues and inefficiencies.
- Efficient manager of resources: use good problem solving, decision making and planning tools.
- Effective communicator: know how to communicate with team members, co-workers and other key personnel.
- Must demonstrate proficiency in required Microsoft Office applications.
- Ability to manage multiple tasks and meet crucial deadlines with accurate results.
- Be detail oriented individual with a strong work ethic.
- Have the ability to research, interpret and apply various regulations to assigned tasks.
- Ability to work independently.
- Ability to demonstrate diplomacy, tact, good judgment, and customer service skills while establishing and maintaining relationships with colleagues and vendors.
Preferred Qualifications
- Associates Degree, courses in Business, Accounting, or Finance is preferred.
While performing the duties of this job, the employee regularly works in an office setting.
Physical Demands
Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.
