Accounts Payable & Purchasing Assistant

Job Description

Job Description

Part-Time Accounts Payable & Purchasing Assistant

The Assistant provides transactional and administrative support to the University's Accounts Payable and Purchasing functions. The position performs routine processing only; review, approval, and authorization remain with authorized personnel.

Responsibilities

• Enter approved invoices into the accounting system, review them for required documentation, and follow up on missing items.
• Research invoice status and respond to routine vendor payment inquiries.
• Process routine purchase orders, monitor open orders, and obtain the documentation needed to close them.
• Gather quotations, approvals, and contracts required under University purchasing procedures.
• Prepare new vendor records and vendor information changes for independent review and release.
• Obtain and track W-9 forms and other vendor tax documentation, and support the annual 1099 process.
• Organize American Express and purchasing-card documentation and follow up on missing receipts.
• Maintain Accounts Payable and Purchasing files under University record-retention requirements and assemble documentation requested for audits.
• Assist with month-end processing and prepare routine reports and tracking documents.
• Escalate discrepancies, missing approvals, and potential policy exceptions to the supervisor.

Internal Controls

• The position performs transactional processing only. Approval and release of payment rest with authorized personnel.
• Vendor additions and changes to vendor tax or banking information must be released by an individual other than the person who enters invoices.
• Maintain confidentiality of vendor, financial, employee, and University information.

Qualifications

• High school diploma or equivalent.
• Prior experience in Accounts Payable, Purchasing, or comparable accounting work.
• Accuracy, attention to detail, and the ability to meet deadlines.
• Proficiency with Excel and Outlook.
• Ability to handle confidential financial information appropriately.

Preferred: experience with an enterprise resource planning system, with W-9 and 1099 reporting, or in higher education.

**Must be US work authorized**