Accounts Payable Specialist

MINIMUM EXPERIENCE QUALIFICATIONS

• Proficiency with standard office equipment, software, and accounting tools is required.
• Excellent interpersonal, written, and verbal communication skills are required.
• Strong organizational skills and demonstrated ability to handle multiple tasks in a fast-paced environment required.

Physical and Work Environment Requirements

• Generally, working in a traditional climate-controlled office environment requires the ability to sit for extended periods. 
• Some walking, standing, and bending required, and the ability to lift and maneuver items weighing up to 25 pounds. 
• The work environment can be stressful at times in dealing with a wide variety of challenges and deadlines. 
• In addition to regular office hours, position sometimes requires overtime and/or evening hours. 

• Associate degree from a regionally accredited institution in accounting, business, or related field preferred.
• Minimum one year of experience in accounting required; two years preferred.
• North Carolina Community College experience preferred.
• Experience with Ellucian Colleague preferred. 
• Experience with North Carolina’s E-Procurement purchasing system preferred.

 

SUMMARY

 

Open Until Filled-

Perform various diversified duties that involve independent judgment in accordance with established procedures. Process accounts payable, solve problems, process requisitions, purchase orders and blanket purchase orders, maintain related files, and resolve E-Procurement issues.

 

DUTIES AND RESPONSIBILITIES

 

• Review incoming invoices and billing statements for mathematical accuracy, proper account coding, and compliance with college policies. Investigate and follow up on discrepancies. Be familiar with general ledger account coding and basic purchasing guidelines.
• Voucher, print, balance, and maintain files of all state, special, and county account expense checks. 
• Receive, match all incoming packing slips and invoices with purchase orders, audit for correctness, and process payment on a daily basis. Ensure all payments are authorized according to college guidelines and procedures.
• Work closely with the budget accountant to manage departmental budgets to ensure payments are within budget.   
• Verify, balance, and print student financial aid checks including E-checks as needed.
• Generate reports, checks, and assist with maintaining balances for the bookstore, where needed.
• Research questions/concerns of vendors, students, and employees. Respond to various inquiries from vendors and departments concerning purchase orders.
• Contact vendors to resolve any issues with invoices. Communicate with vendors and shipping and receiving departments concerning damaged or wrong items received.
• Process daily DCA deposit check.
• Process Foundation checks, as needed.
• Post positive pay for state, county, special and foundation checks. Monitor for positive pay exceptions daily. Resolve any issues and report any suspected fraud to the supervisor immediately.
• Maintain all open and closed purchase orders files.
• Assist with audit requests and support fiscal year-end closeout processes, including reporting and managing outstanding vendor credits/payables.
• Manage accounts payable email and mail, including forwarding emails for authorization, ensuring resolution for all items.  
• Process weekly p-card payments for FSI. 
• Balance monthly p-card payment to Bank of America p-card statement. Assist with the monthly p-card program including sending requests for reports to users and completing the approval process in accordance with the p-card manual & policies, when needed.
• Assist in preparation and submission of 1099 forms by the required deadline.
• Assist with completion of public information requests accurately and timely.
• Prepare checks and other documents for scanning into the ImageNow system. Assist when needed.
• Contact vendors with outstanding checks greater than 90 days old to assist with the annual escheats process.
• Perform other related duties incidental to the work described herein.
• Work on projects as identified or assigned.

https://www.schooljobs.com/careers/gastoncollege

Phone

704-922-2234