Demonstrates and applies an understanding of accounts payable and purchasing card (P-Card) processes through reviewing, resolving, and processing financial transactions and disbursement of payments to vendors, faculty and staff. This is a part-time position
PHYSICAL DEMAND (as applicable):
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
• The noise level in the work environment is usually moderate.
The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Essential Duties and Responsibilities:
Performs all aspects of the accounts payable functions by matching purchase orders to invoices and entering invoices into the system according to College policies and procedures. Identifies errors and discrepancies and resolves before processing.
Prepares checks and backup documentation. Reconciles accounts payable related accounts, and submits journal entry requests for approval.
Acts as the primary contact within the College for purchase orders, including providing training in Self Service Banner, reviewing requests, preparing and routing for approval, and maintaining purchase orders in the accounting system. Scans invoices, enters invoices, and sends documents to departments for approval and signatures.
Maintains master vendor files, processes W-9’s to vendors, enters into system, and completes credit applications as requested by vendors in order to establish credit limits.
Establishes and maintains training manual for Fifth Third site and verifies supporting documentation for P-Card transactions.
Researches and responds to vendors and employees on routine questions. Trains employees on how to utilize systems. Maintains and updates training and reference documents for end users.
Processes incoming mail. Tracks invoices, including date of receipt and routing for departmental approving.
Compiles invoices, credit memos, purchase requisitions, purchase orders and other documentation for files and maintain documentation pertinent to the disbursement of funds. Maintains open files pending receipt of invoices, purchase requisitions, and orders. Reconciles vendor statements and researches and corrects discrepancies.
Performs purchase order matching, approval verification, recalculation of invoices and general ledger coding verification. Resolves issues involving purchase requisitions, purchase orders and receiving documents needed to process payment of invoices.
Enters all invoices and check requests into Accounts Payable system.
Prioritizes invoices according to cash discounts potential and payment terms. Prepares invoices for payment. Processes and distributes checks.
Prepares and processes purchase requisitions to purchase orders.
Researches and responds to vendors, faculty and staff on routine questions or issues relating to Accounts Payables. Assists with basic budget information and transferring funds.
Performs various miscellaneous duties, which may include canceling invoices, canceling checks due to voids or stop payments. Provides vendors with tax exempt forms.
Works on preparation and filing of annual 1099 forms.
Assists in year-end procedures to properly close out accounts payable functions to prepare lists of unpaid invoices and open purchase orders. Assists in preparation of audit work papers. Coordinates the moving and storage of files at year-end.
Completes other duties as assigned.
Other Skills and Abilities:
• Ability to understand and carry out verbal and written instructions
• Ability to professionally communicate, both verbally and written
• Outstanding organizational skills and attention to detail
• Ability to meet and adhere to deadlines. Perform routine and detailed tasks in an accurate an efficient manner; work independently
• Ability to effectively resolve problems and conflicts in difficult situations
• Ability to establish and maintain effective interpersonal and business working relationships with College departments and vendors
• Ability to operate standard office equipment
• Solid PC skills including proficiency with Microsoft Word, Excel and Outlook
Required Education and/or Work Experience:
• Associate’s degree in accounting or related field required;
• Minimum of 5 years of related accounts payable experience required;
• Experience with ERP System Accounts Payable (Banner- Ellucian) preferred.
Location/Region: Fremont, OH (US)