Accounting Specialist III

GENERAL RESPONSIBILITIES The Accounting Specialist III is responsible for coordinating with vendors, Purchasing Department, and Receiving Department to provide for proper payment of vendor invoices in accordance with vendor terms and financial policies of the College. DESCRIPTION OF ESSENTIAL DUTIES Prepares approved vendor invoices for payment and enters all necessary information into the Finance system. Prepares utility bills and other accounts that need special handling for payment. Reviews payments to vendors to ensure accuracy prior to mailing checks. Maintains and organizes electronic filing system for all accounts payable records. Corresponds with vendors as necessary. Provides information and answers inquiries in a professional and courteous manner from vendors regarding payments. Researches vendor accounts and unidentified invoices. Proactively identifies credit amounts due the College and works with vendors/budget managers to ensure receipt. Works closely with the Finance and Accounting Services staff on cash flow, account numbers, void checks, and other pertinent details. Works closely with the Purchasing and Receiving Departments to: Ensure all purchase order items billed for have been properly received Ensure all purchase amounts billed are accurate and within approved limits Prepares accounts payable accrual lists at year end. Prepares open encumbrance list: Validates open purchase orders using reports, receiving information, and communication with College staff Adjusts open encumbrance list for further review Responsible for 1099 process which includes: Gathering and maintaining vendor tax information (W9) Preparing and reviewing the annual 1099s printed and mailed to vendors Uploading the annual 1099 filing to the IRS using the IRS web service Assists budget managers with understanding vendor payments recorded in the organizational accounts. Provides support for external auditor. DESCRIPTION OF OTHER DUTIES Assists in training of work study students and new personnel. Assists in data entry of Finance System information. Acts as backup to other Accounting positions as necessary. Performs other job related duties as assigned. EDUCATION AND EXPERIENCE Associate’s degree in Accounting or related area required. Minimum of three years experience in an office situation relating to accounts payable required. Data entry experience required. Good oral and written communication skills required. The above statements reflect the general details necessary to describe the principle functions of the described job; it is not an all-encompassing statement of all the work requirements that may be necessary to perform the job. OVERALL ACOUNTIBILITIES Demonstrates Black Hawk College core values. Accuracy, efficiency, and timeliness of work. Ability to work cooperatively with co-workers. Ability to communicate in pleasant manner with employees, student, vendors, and general public. PRINCIPAL WORKING RELATIONSHIPS Works directly with the Director of Accounting Works directly with Finance staff. Works cooperatively with budget managers. Works cooperatively with auditors.Works cooperatively with College employees. #J-18808-Ljbffr