Payroll and Accounts Payable Specialist

Payroll and Accounts Payable Specialist

Company: Oklahoma City Community College

Job Location:

Category: Human Resources

Type: Full-Time

Posting Number: Staff_0403485

Classification Title: Staff

Datatel Position ID: FINA5PAYAPSP1A

Annual Hours: 2080 Hours per year

Placement Range: $17.45 - $19.63

Position Type: Regular

Job Category: Non-Exempt

General Description

This position is responsible for supporting the accurate and timely processing of payroll and accounts payable functions. This role ensures compliance with organizational policies, internal controls, and applicable regulations while maintaining a high level of confidentiality and attention to detail. The position serves as a key contributor to the organization's financial operations by ensuring employees and vendors are paid accurately and on schedule, while also providing customer service in the form of information and support to OCCC departments and vendors.

Reports To: Senior Director of Finance

What position(s) reports to this position? None

Minimum Education/Experience

High School Diploma/GED

Minimum (3) years' full-time administrative experience working in an office environment.

Required Knowledge, Skills & Abilities

Knowledge:
Accounts payable processes and procedures
Fundamental accounting principles and practices
Financial systems and ERP platforms (e.g., Ellucian Colleague, PeopleSoft)
Microsoft Office Suite, particularly Excel, Word, and Access

Skills:
High level of accuracy and attention to detail
Strong organizational and time management skills
Proficiency in Microsoft Office and financial systems
Ability to manage and prioritize high-volume workloads effectively

Abilities:
Research, analyze, and resolve discrepancies related to invoices, payments, and payroll transactions
Communicate clearly and professionally, including in high-pressure or sensitive situations
Work efficiently and accurately in a fast-paced, high-volume environment
Maintain strict confidentiality of financial and employee information
Exercise sound judgment and problem-solving skills in resolving financial discrepancies
Collaborate effectively with internal departments and external vendors

Physical Demands/Working Conditions

PHYSICAL/MENTAL DEMANDS AND WORKING CONDITIONS:
The work is sedentary work which requires the person in this position to occasionally exert up to 10 pounds of force to grasp, lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required

This position requires the person to frequently communicate with and listen to vendors, administration, faculty, staff, students, and others to perform the essential functions of the position; must be able to exchange accurate information in various situations.

This position requires the person to frequently remain in a stationary position.

This position requires the person to frequently operate a computer, other office machinery, and mobile devices to perform the essential functions of the position.

This position requires the person to frequently operate equipment that involves repetitive motions of the wrists, hands, and/or fingers.

This position requires the person to frequently position self to access materials that may be above head or at ground level.

This position requires the person to judge, observe, and assess the accuracy, neatness, thoroughness of work assigned or to make general observations.

Work is performed in an indoor office setting.

Work is performed during normal office hours.

Preferred Qualifications

Associate's Degree

Minimum (3) years' full-time administrative experience working in an office environment including experience with accounts payable, payroll, Ellucian Colleague, and Peoplesoft.

Required Training

Compliance training as assigned by institution

Work Hours: Monday-Friday; 8:00am to 5:00pm

Department: Finance Admin/Gl

Open Until Filled: No

HR Contact: Beth Holmes

Special Instructions to Applicants

Applicants are to thoroughly complete the electronic application and attach the required documents: cover letter, resume and transcript if applicant has obtained a conferred degree

Applicants who do not attach the required documents will not be considered for the position. Applicants needing assistance may call Human Resources at 405.682.7542.

Job Duties (Position Specific)

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Job Duties (Duties Assignment Statement)

Payroll Liability Review and Vouchering:
Review and analyze payroll-related liabilities, including federal and state taxes, retirement contributions, benefit deductions, and other withholding's
Prepare, process, and submit vouchers to ensure timely and accurate remittance to appropriate agencies and vendors
Reconcile payroll liability accounts to support accurate financial reporting
Monitor payment deadlines to ensure compliance with regulatory and contractual requirements
Verify payment data in accordance with internal controls and financial policies
Identify discrepancies and coordinate corrective actions as needed
Maintain complete and accurate audit documentation for payroll liabilities and related payments
Support internal and external audits by providing required documentation and financial data

Accounts Payable Processing:
Process vendor invoices in accordance with organizational policies and internal controls
Review invoices for accuracy, proper approvals, and appropriate account coding
Match invoices to purchase orders and receiving documentation, as assigned
Prepare and process payment batches, including checks, ACH, and other electronic disbursements
Submit claims for payment through the Office of Management and Enterprise Systems (OMES)
Ensure accuracy of account coding and compliance with state and institutional requirements
Process checks through the Oklahoma State Treasurer's Webseries (Bottomline Technologies) system, including reissues, voids, and replacements
Monitor outstanding invoices and vendor statements to ensure timely resolution and payment
Respond to vendor and departmental inquiries in a professional and timely manner
Maintain accounts payable records and ensure proper document retention, including scanning into OnBase

Payroll Processing Support:
Serve as backup for payroll processing on a recurring basis (at least quarterly or as needed)
Assist with the preparation, review, and processing of payroll in accordance with established schedules
Review payroll transactions for accuracy, completeness, and compliance prior to processing
Validate employee earnings, deductions, benefits, and tax withholding's
Coordinate with Human Resources and payroll systems to ensure accurate employee data impacting payroll

Operational Support and Cross-Training:
Create and maintain procedure manuals for assigned responsibilities and processes
Support critical functions in the absence of senior team members, including maintaining transmittal files and check runs within Colleague and OMES
Assist with BankMobile edit and transmittal processes, as needed
Perform other related duties to support departmental operations and continuity

Job Duties (Safety / Policy & Procedures)

Abide by the policies and procedures published in the Board of Regents Policies and College Policies & Procedures.

Contribute to a safe educational & working environment.

Adhere to established safety and health procedures and practices for providing injury and illness prevention for self and others.

Complete quarterly health and safety training pursuant to OCCC's established safety and health procedures and practices.

Participate in all applicable OCCC emergency, evacuation, shelter in place drills, and be prepared to take action and assist others in taking appropriate action should a health or safety emergency occur.