Accounts Payable Specialist

Accounts Payable Specialist

The Accounts Payable Specialist serves as the primary point of contact for vendors and College departments regarding accounts payable matters, providing exceptional customer service by responding to inquiries, resolving payment issues, and offering guidance on accounts payable policies and procedures. This position is responsible for ensuring the timely and accurate processing of invoices and payments, and supporting month-end and fiscal year-end closing activities. The Accounts Payable Specialist collaborates with internal departments to enhance operational efficiency, strengthen internal controls, standardize business processes, and support strategic operational efficiency initiatives.

Reports To: Accounts Payable Manager

What position(s) reports to this position? None

Minimum Education/Experience: High School Diploma/GEDMinimum (3) years' of progressively responsible experience in accounts payable, accounting support, or related business office operations.

Required Knowledge, Skills & Abilities: Knowledge: Basic accounts payable knowledgeKnowledge of basic purchasing, invoice process and payment proceduresComputers and related systems/software such as Ellucian Colleague and PeopleSoftSkills: Attention to detailUsing computers and Microsoft Office (Excel, Word, Access, etc.) and similar softwareAbilities: Research and resolve problems with invoicing and P-Card transactionsStrong organizational and time management skills with the ability to manage multiple priorities and meet deadlines. Communicate in a calm and professional manner under challenging circumstancesProficiency in data entry with a high degree of accuracy and attention to detail. Ability to exercise sound judgment, discretion, and professionalism in handling sensitive financial information. Strong analytical and problem-solving skills with attention to detailsAbility to identify discrepancies, research issues, and implement appropriate solutions.

Physical Demands/Working Conditions: The work is sedentary work which requires the person in this position to occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are requiredThis position requires the person to frequently communicate with and listen to vendors, administration, faculty, staff, students, and others to perform the essential functions of the position; must be able to exchange accurate information in various situations.This position requires the person to frequently remain in a stationary position.This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.This position requires the person to frequently operate equipment that involves repetitive motions of the wrists, hands, and/or fingers.This position requires the person to frequently position self to access materials that may be above head or at ground level.This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.Work is performed in an indoor office setting.Work is performed during normal office hours.

Preferred Qualifications: Associate's degree in Accounting, Finance, Business Administration, or related fieldMinimum (5) years' full-time experience with Accounts Payable, Ellucian Colleague, and Peoplesoft at a higher education institution.

Required Training: Quarterly compliance training as assigned by institution

Work Hours: Monday-Friday; 8:00am to 5:00pm

HR Contact: Beth Holmes

Special Instructions to Applicants: Applicants are to thoroughly complete the electronic application and attach the required documents: cover letter and resume. If applicant has an earned degree, please attach a copy of transcript that shows degree conferral.Applicants who do not attach the required documents will not be considered for the position.Applicants needing assistance may call Human Resources at View phone number on click.appcast.io.

Job Duties: To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Position Specific): Works closely with purchasing and receiving functions to ensure all assigned invoices are accurately matched to purchase orders. Prepares vouchers and submits claims electronically for payment of College expenditures through the Office of Management and Enterprise Systems (OMES). Ensures the accuracy of College account numbers and state coding assigned to vouchers and obtains required approvals prior to processing. Processes checks through the Oklahoma State Treasurer's remote check printing system (Webseries – Bottomline Technologies). Coordinates with state offices regarding vendor check processing, including ordering checks, resolving discrepancies, and ensuring compliance with state procedures. Processes appropriate documentation for checks that must be reissued, voided, or replaced. Monitors outstanding invoices referenced on vendor statements and takes necessary actions to ensure timely payment. Actively responds to vendor and departmental inquiries with a high level of professionalism and problem resolution. Maintains accurate and organized accounts payable files and ensures claims are scanned into the OnBase system for permanent storage. Reconciles monthly PCard transactions to credit card statements, ensures proper documentation and approvals are obtained, and verifies that payments are processed in a timely manner. Creates and maintains comprehensive procedure manuals for all assigned responsibilities. Responsible for reviewing accounts payable transactions for accuracy, coding, and compliance prior to final processing. Supports internal and external audits by preparing documentation, responding to inquiries, and ensuring adherence to financial controls. Collaborate with leadership to identify and implement system enhancements, automation opportunities, and best practices aligned with industry standards, supporting both current operational needs and continued long-term operational effectiveness. Serves as backup for key departmental functions, including maintaining the BankMobile edit and transmittal file and the Colleague check run and transmittal file to OMES in the absence of the Manager of Accounts Payable. Provides operational support during the absence of the Accounts Payable Manager.

Job Duties (Safety / Policy & Procedures): Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures. Contribute to a safe educational & working environment. Adhere to established safety and health procedures and practices for providing injury and illness prevention for self and others. Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices. Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.