Position Summary
This position is responsible for all aspects of accounts payable. This includes processing documentation for payment, ensuring accounts payable activity is properly reflected in the general ledger, and applying accounts payable related policies and procedures, in an accurate and timely manner.
Description of Key Responsibilities
- Process payment requests, utilizing purchase orders, vendor invoices, check requests and expense reports received from faculty and staff. Payment requests include ensuring all necessary information and calculations are complete and accurate, review of account classification. Payment requests should be processed on time to meet deadlines set by management.
- Coordinate travel advances for faculty and staff for purposes such as individual and group (i.e., athletic teams) travel, and reconcile actual expenses are documented and resolve any outstanding balances.
- Process vendor payments through electronic and check methods, as appropriate, ensuring timely and accurate disbursements per approved schedule. Encourage participation in the electronic payment process. Void and reissue checks as needed.
- Maintain vendor records, including W-9s and tax documentation.
- Reconcile accounts payable transactions and assist with month-end and year-end closing activities.
- Develop and train faculty and staff as necessary, in the proper use of the purchasing and accounts payable system, including providing guidance and direction relative to College purchasing policies and procedures.
- Communicate with vendors, faculty, staff, and students as necessary to resolve issues or answer inquiries.
- Serve as the primary liaison for Paymerang, managing vendor communications and processing refund requests as needed.
- Maintain and update the College’s authorized signature and approval matrix to ensure compliance with established approval requirements.
- Coordinate with Accounting staff to monitor wire transfers and confirm timely and accurate completion of payments.
- Perform other related duties and tasks as appropriately assigned.
OTHER KEY RESPONSIBILITIES
- Support the College’s mission, vision and values.
- Demonstrate a strong commitment to continuous quality improvement.
- Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College.
- Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
Required Knowledge, Skills and Abilities
Customer service is critical to the success of any organization. Strong customer service skills can build retention and visibility as NCC strives to distinguish itself from its competitors. An individual in this position must possess the proficiency, wherewithal and knowledge of principles and processes for providing high-quality customer and personal services to both internal and external stakeholders of the College.
- Familiarity with accounting systems and third-party payment processors.
- Strong attention to detail and organizational skills.
- Proficiency in Microsoft Excel and other Office applications.
- Ability to communicate effectively and courteously with internal departments and external vendors.
Distinguishing Characteristics
The Accounts Payable function is critical to the fiscal operation of the institution. Accurate and timely accounting for expenses is essential in order to maintain the integrity of the College’s financial system. The individual in this position must collaborate with a variety of stakeholders, including but not limited to, vendors, students, faculty and staff. The Accounts Payable Specialist must ensure that faculty and staff comply with all applicable purchasing related policies and procedures. Excellent interpersonal skills are essential.
Education/Training
A high school diploma is required. An associate’s degree is preferred. Training in computerized office operation and accounting is desirable.
Experience
At least two years’ experience in an office environment, preferably involving accounts payable and/or general accounting/bookkeeping office routines and procedures, is preferred. Experience with Ellucian Colleague is preferred.
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