Accountant - Payables

Statement of Primary Purpose

To function as the accounts payable accountant for Southwestern Community College, responsible for the accurate and timely processing, payment, reconciliation, reporting, and documentation of accounts payable and related Business Office functions.

Classification

Technical Support, full-time, non-exempt.

Essential Functions and Responsibilities

• Process incoming invoices, requisitions, purchase orders, blanket purchase orders, and related payment requests; verify required approvals, supporting documentation, vendor information, budget codes, and applicable purchasing requirements.
• Voucher invoices, purchase orders, blanket purchase orders, travel requests, travel reimbursements, daily travel logs, student/employee-related payments, and other authorized disbursements in Colleague.
• Perform accounts payable check runs, including reviewing open vouchers, preparing checks, verifying check numbers and amounts, producing check registers and supporting reports, and distributing checks according to established timelines and funding-source requirements.
• Verify checks are properly uploaded to the State Core Banking/positive pay system before release and follow established procedures for check holds, mailing, interoffice distribution, and checks requiring Cashier processing.
• Process check voids, stop payments, voucher voids, and replacement checks; maintain supporting documentation and verify that voided transactions are properly reflected in Colleague and related reports.
• Process and maintain accounts payable records for State, County/Local, and Institutional funds, including check copies, invoice backup, voucher documentation, check notebooks, monthly reports, and electronic records.
• Process travel advances and reimbursements; maintain travel spreadsheets and supporting documentation; verify approvals, required receipts, applicable travel regulations, and proper accounting codes.
• Calculate, record, reconcile, report, and remit applicable use tax; maintain use tax spreadsheets and supporting documentation and coordinate required approvals and payments to the North Carolina Department of Revenue.
• Compile and maintain annual accounts payable accrual information and supporting documentation for year-end financial reporting.
• Prepare and maintain monthly and year-end accounts payable reports, including general expense/check registers, voucher reports, use tax reports, and other reports required by the Business Office.
• Maintain and process unclaimed property/escheat activity, including identification of outstanding checks, due diligence documentation, required reporting, voids, replacement checks, and remittances to the North Carolina State Treasurer.
• Maintain vendor information and assist with vendor setup and tax classification; verify vendor records and applicable 1099 reporting requirements.
• Process applicable receipts, reversals, refunds, and related transactions in accordance with Business Office procedures.
• Process special payment requests, including employee class requests, non-state payroll checks, and other authorized Business Office payments.
• Monitor and order accounts payable check stock, printer cartridges, and related supplies; maintain check-printing equipment and supplies.
• Open and distribute incoming mail to appropriate personnel and departments; route invoices and other financial documents for required approval or processing.
• Maintain organized electronic and paper files and scan accounts payable check copies and supporting documentation into the College's designated records system.
• Assist with registration and other Business Office activities as assigned, particularly during peak operational periods.
• Maintain working knowledge of Colleague, Core Banking, Excel, and other systems and procedures necessary to perform accounts payable responsibilities accurately and efficiently.
• Attend required tax, accounting, purchasing, and other professional training and remain current on applicable College, State, and regulatory requirements.

Additional Duties and Responsibilities

• Serve as 2nd backup to the Accountant – Cashier and Accountant – Receivables positions.
• Assist other Business Office personnel and College departments as necessary.
• Perform other related accounting, administrative, and financial duties as assigned.

Minimum Qualifications

Education

Required: AA, relevant experience in Accounting may be substituted for education.

Preferred: AAS in Accounting or related field.

Knowledge and Skills

One - two years of work experience in an office setting including computer skills, knowledge and use of office equipment. Basic bookkeeping is preferred. Demonstrated competency utilizing Excel and basic database programs. Ability to accurately process financial transactions, maintain detailed records, follow established procedures, and work with confidential financial information.

Physical Demands

Office work, computer work; frequent use of keyboard, monitor, telephone, scanner, and office equipment.

Licensing Requirement

Valid NC driver’s license.

Working Conditions and Environment

The work environment is climate controlled, clean and quiet. Must be available to work flexible hours during peak times, including month-end and year-end processing periods.

Equipment Operation

General office equipment, desktop computer, scanner, check printer, telephone, and other standard Business Office equipment.

This position description covers the most essential functions and duties associated with this position. Other duties may be assigned by the President or appropriate supervisory personnel. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title as necessary.