Accounts Payable Specialist

Job Summary And Responsibilities/Duties

Job Summary Performs moderate to complex accounts payable work. Reviews and verifies calculations of incoming billings, matches invoices with purchase orders and statements, checks authorization and signature, posts entries to accounting system, reconciles bills, prepares reports, and processes vendor payments. Essential Duties

1. Provides customer service, both in person and over the phone. Provides information specific to the functions of the position in addition to general guidance, information and assistance. Assists in resolving problems, either by defusing the situation or by referring to the most appropriate person.
2. Examines payable requests and invoices for completeness, accuracy and proper authorization. Works with parties to establish sufficient information for transactions. Enters data from purchase orders, invoices, travel forms and requests for reimbursements into computer system to generate financial records and vendor payments.
3. Creates, generates and distributes timely vendor payments for invoices, travel reimbursements, and other payables. Works with accounting to maintain integrity of check stock and administers bank check security policies. Selects and prints weekly and instant vendor payments.
4. Processes ACH vendor payments in compliance with applicable banking requirements.
5. Inputs, maintains, researches, and retrieves information. Trouble-shoots technical problems, coordinating with Information Technology on problems requiring further analysis.
6. Acts as liaison to vendors, agencies, institutions and other providers to ensure timely payment of all legitimate charges as presented by payee. Reconciles vendor statement and requests documentation to keep accounts current.
7. Maintains accurate file of payable records for reference by college staff and auditors.
8. Assists staff and vendors by explaining procedures, fiscal guidelines, policies, systems and other information to process payable requests.
9. Contacts bank and processes necessary cancellation forms for "stop payments" of checks via on-line system connected with the bank.
10. Calculates, collects, and deposits vendor's refunds and reimbursements.
11. Develops financial information system records and tables used for online payable requests, bank check generation, electronic approval and generation of payable documents.
12. Reviews travel reimbursement forms for compliance with college policies, appropriate approvals, proper account number usage, sufficient budget balance and proper backup attached. Provides authorization to travel agent of record and other third party agencies to book reservations. Reviews monthly invoices from third parties for accuracy, attaches necessary backup, and processes payment.

Additional Duties

1. Creates and maintains procedures manual on area of responsibility.
2. Answers telephones and helps walk in customers.
3. Processes incoming and outgoing mail related to payables and vendors remittance.
4. Assists Purchasing and Receiving Departments with identifying, tagging, marking and maintaining fixed asset records.
5. Gathers and analyzes financial information for special and periodic projects.
6. Performs all other related duties as assigned.

Minimum And Desired Qualifications

Minimum Qualifications

• High school diploma or GED.
• Three (3) years of general accounting and/or fiscal experience, including at least one (1) year of experience in accounts payable.
• Proficiency utilizing accounting software.

At the college's discretion, additional education may be substituted for experience on a year-for-year basis. Preferred Qualifications

• Associate degree in a related field.
• College coursework in accounting.

Additional Qualifications And/Or Knowledge, Skills And Abilities (KSAs)

KSAs (Knowledge, Skills, Abilities)

• Considerable working knowledge of word processing, spreadsheets, e-mail and databases preferably within the Microsoft Office Suite.
• Demonstrated filing, keyboarding and ten-key skills.
• Ability to operate standard office machines such as telephone, fax, and copy machine.
• Ability to communicate effectively, both orally and in writing.
• Ability to interpret data and solve problems, effectively handle multiple tasks, and meet deadlines.
• Excellent customer service skills including the ability to work with diverse populations.

Working Conditions And Important Information

Working Conditions This is an on-site position. Any remote work requires prior approval and must comply with MHCC Remote Work policies and administrative regulations. Remote work must be within the states of Oregon or Washington. Work is typically performed in a normal office environment while sitting at a computer terminal. Visual eye strain and repetitive hand/wrist motion for data-entry and keyboarding functions. Salary Placement Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the Collective Bargaining Agreement and in accordance with all applicable state and federal laws. Please include all relevant full and part-time experience (including unpaid and volunteer experience) in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.