Accounts Payable Specialist - Part Time

Job Description

Job Description

Position Summary:
The Accounts Payable Specialist is responsible for applying accounting principles to audit, record, and maintain accounts payable functions for the College and College Store. This position ensures timely, accurate processing of invoices, purchase orders, and payments while maintaining compliance with institutional policies, audit requirements, and financial controls

Essential Duties and Responsibilities:

• Process and enter invoices, and payment requests into the College’s financial system, ensuring accuracy and proper account coding.
• Review, audit, and match invoices to purchase orders and receiving documentation; follow up with departments to obtain missing documentation.
• Verify appropriate approvals and supporting documentation for all direct pay transactions.
• Process requisitions and assist departments with proper submission procedures and compliance with purchasing guidelines.
• Reconcile monthly credit card statements and vendor accounts, investigating discrepancies and resolving outstanding balances.
• Audit pre-check reports to ensure accuracy prior to payment processing
• Prepare and process payments, including printing checks, assembling documentation, and distributing payments 
• Maintain vendor files, including W-9 documentation and preparation of 1099 tax reporting
• Support internal and external audits by compiling required documentation and responding to audit requests.
• Ensure compliance with college policies, procedures, and internal financial controls

• Perform other duties as assigned by manager.

Supervisory Responsibilities:There are no supervisory responsibilities associated with this position.Education and/or Experience:

• Associate degree in Accounting, Finance or related field relevant to the role.
• Two to five years of related accounts payable of accounting experience.
• Experience in higher education or public sector accounting preferred.

Other Skills, and Abilities:

• Proficiency in Microsoft Office applications.
• Experience in financial systems preferred.
• Knowledge of requisition processing, purchasing workflows, and accounts payable procedures.
• Strong attention to detail and ability to ensure data accuracy.
• Effective communication skills for working with internal departments and external vendors.
• Proven ability to effectively create and manage a multi-million-dollar budget and balance strategic, tactical, and operational priorities required
• Demonstrated ability to multitask and manage in a dynamic, changing environment desired.

Working Conditions and Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms.  The employee frequently is required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl.  The employee is occasionally required to sit and talk or hear.   
• Reasonable accommodations will be made for individuals with disabilities.

Statement of Commitment
As part of Terra State Community College’s ongoing commitment in providing the highest quality education and training to our students, faculty, staff and community, the College will:

• Educate students by means of free, open, and rigorous intellectual inquiry to seek the truth.
• Equip students with an opportunity to develop the intellectual skills they need to reach their own, informed conclusions.
• Not require, favor, disfavor, or prohibit speech or lawful assembly.
• Create a community dedicated to an ethic of civil and free inquiry, which respects the autonomy of each member, supports individual capacities for growth, and tolerates the differences in opinion that naturally occur in a public higher education community.
• Treat all faculty, staff, and students as individuals, will hold them to equal standards, and provide them equality of opportunity, with regard to those individuals’ race, ethnicity, religion, sex, sexual orientation, gender identity, or gender expression.

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