Technician, Accounts Payable

Description

The jobholder is responsible for coordinating the daily accounts payable process to ensure accuracy and timeliness of all payments for all fund sources, including vendor payments, payroll checks, direct deposit notices, student refunds, and financial aid payments. S / he serves as lead worker for accounts payable staff.

Min Salary

Max Salary

Duties / Functions

• Coordinate the daily accounts payable process to ensure accuracy and timeliness of all payments.
• Keep track of all credits due to the College to ensure they are applied correctly.
• Monitor all unpaid checks on a regular basis and escheat checks as required by law.
• Coordinate filing, scanning, indexing of accounts payable documents according to state records retention policy.
• Perform a variety of technical accounting work in the processing, maintenance, and review of financial records involving accounts payable and purchasing transactions; process all corresponding paperwork while ensuring its accuracy and completeness.
• Verify and match invoices with purchase orders and receiving slips; ensure accuracy of documents. Interact with appropriate personnel, departments and vendors as needed to resolve discrepancies.
• Access and operate computer accounting systems and associated modules while processing accounts payable transactions regarding all fund sources.
• Coordinate reconciliation of p-card statements; review and approve journal entries for accuracy and completeness.
• Authorize release of checks after verifying the availability of funds and in the case of state checks, after recording the information in ‘Positive Pay’.
• Monitor cash balances at all times and voucher clearing accounts as needed; balance travel advance accounts monthly.
• Verify travel expense claims; verify signatures and legitimacy of claims; receipts, invoices, and statements; post travel expenses to the appropriate accounts.
• Prepare student refunds, financial aid and scholarship disbursements in coordination with Institutional Funds Technician and the Financial Aid Office and coordinate necessary replacement checks.
• Pay sales tax when due and follow procedures necessary to escheat checks as appropriate.
• Coordinate production of monthly accounts payable aging report. Review / approve and disburse to management.
• Monitor status of outstanding orders / invoices ( PREG report) and coordinate necessary follow up to optimize resources and ensure timely payments.
• Coordinate monthly and year-end closings with Purchasing and Shipping / Receiving staff.
• Provide input in development and updating of accounts payable and purchasing policies / procedures.
• Demonstrate and model the College’s employability skills : adaptability, communication, information processing, problem solving, responsibility and teamwork.
• Serve as backup cashier and / or other registration duties.
• Perform all duties as assigned by supervisor.

Difficult Challenges

Contacts

Education Required

Education Preferred

Experience Required

Experience Preferred

KSA Required

KSA Preferred

Department / Job Specific Requirements

The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter :

Physical Demands

Physical Activity : Primarily sitting

Environmental Hazard(s) :

Lifting :