Accounting Assistant - Accounts Payable

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

The purpose of this position is to remit payment owed by the college to suppliers for goods and services purchased on credit. This is accomplished by managing accounts payable; preparing journal entries; conducting annual closing procedures, processing annual 1099 and W-9 forms, and conducting accounts reconciliation. Other duties include analyzing financial data; compiling end of the month reports; and conducting research for staff or public.

Minimum Qualifications

• Associate’s degree or higher and three (3) years related experience.
• OR
• Five (5) years related experience.

Required Job Knowledge, Skills, Abilities

Comprehensive, practical knowledge of a technical field or general computer software skills with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization. Examples include use of spreadsheets, databases, and electronic submission of reports to outside agencies.

Special Instructions to Applicants

This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws requiring verification of identity and authorization to work in the United States. Employment is contingent upon the successful completion of a criminal background check and reference checks. The College reserves the right to cancel, extend, or otherwise modify recruitment actions. Del Mar College is an Equal Opportunity Employer. Upon request, reasonable accommodations will be provided to qualified individuals with disabilities throughout the application process. Del Mar College supports veteran employment and provides consideration to qualified veterans consistent with Texas law. This position is not eligible for employment visa sponsorship now or in the future.

Our Culture

Del Mar College is committed to fostering a culture aligned with The Viking Way, which emphasizes respect, integrity, collaboration, accountability, and a commitment to excellence. Employees are expected to contribute to a positive work environment by demonstrating professionalism, supporting colleagues and students, and engaging in continuous learning and development. In support of the College’s Strategic Plan 2024–2029, Guiding Star III : Cultivate, all employees are encouraged to actively participate in opportunities that promote personal and professional growth, advance a culture of belonging, and strengthen the College’s ability to serve its students and community.

Job Duties

Job Duty

• Data entry of daily vendor invoices.
• Processing travel, leave, and employee reimbursement requests.
• Communicate with departments to resolve invoice discrepancies, collaborate with vendors to address issues, and handle check disbursements, stop payments, and reissuance.
• Maintain organized records by filing and copying invoices; researching vendor information online, retrieving documents for audits, and assisting departments with budget inquires related to posted invoices.

Job Duty

• Ensuring the vendor payments are processed promptly.
• This role includes generating reports to verify receipt of goods, coordinating with Accounts Payable to follow up with vendors for missing invoices, and entering journal entries into the system.
• Additionally, Accounts Payable reviews invoice statements to identify and address any outstanding unpaid invoices.

Job Duty

Prepare journal entries by re-classifying incorrect entries to correct ledger accounts, copying documentation from reports or other source and attaching to entry, notifying department and copying them on journal entry when required, and preparing all end-of-year journal entries for the Payables department.

Job Duty

• Conduct annual closing procedures by reviewing all purchase orders, with Purchasing department for accounts payable accrual.
• Dropping all pending invoices from out system and posting to payables accrual.
• Accruing all advertising purchase orders, liquidating remaining amount on completed purchase orders for closing process, assisting purchasing department with all open requisitions, booking all journal entries for payables, utilities plant fund accounts and federal accounts.

Job Duty

Process annual 1099 W-9 forms by mailing out vendor W-9 forms and requesting tax identification numbers and certifications to be completed and returned, repeating process to second notice or calling vendor to obtain necessary information, mailing out 1099 forms at beginning of each new year to all required vendors for tax purposes, and generating 1099-reports on a quarterly basis.

Job Duty

Conduct accounts reconciliation reconciling assigned accounts at year end, re-classifying entries booked in error to correct general ledger account numbers after researching needed corrections, and balancing account reconciliations to the general ledger.

Supplemental Questions

• * Do you have an Associate's degree or higher and three (3) years related experience ***OR*** Five (5) years related work experience.
  • Yes, I have an Associate's degree or higher and three (3) years related experience. (Submission of transcript(s) with award/conferred date required.)
  • Yes, I have five (5) years related work experience.
  • No, I do not have a Associate's degree or higher and three (3) years related experience ***OR*** five (5) years related work experience.

Required Documents

• Resume
• Letter of Interest

Optional Documents

• Transcripts

Del Mar College is an Equal Opportunity Employer. As provided by law, Del Mar College does not discriminate on the basis of race, color, sex (including pregnancy, gender identity/transgender status, sexual orientation), age, national origin, religion, disability, genetic information, or any other constitutionally or statutorily impermissible reason.