Accounts Payable Specialist
Job Description
Reporting to the Controller, the Accounts Payable Specialist (APS) holds primary responsibility for the payment activities of the College and the procurement-to-payment cycle as a whole. This includes being the primary point of contact on campus for the College’s purchasing policy and maintaining documentation to support adherence to such policy. Duties include invoice entry as well as processing payments timely and accurately through the College’s general ledger system. Additionally, this position is responsible for processing expense reimbursements and tracking outstanding travel advances. This includes communication with the recipients to acquire the proper receipts and documentation based on travel authorizations and College policies.
Annually, this position handles the preparation of the required 1099 tax returns including review of related vendor system information, supporting documentation, and ensures data is accurate and formatted appropriately for electronic filing.
This position is responsible for the reconciliation and posting of corporate credit card expenditures.
Annually, this position handles the preparation of the required 1099 tax returns including review of related vendor system information, supporting documentation, and ensures data is accurate and formatted appropriately for electronic filing.
This position is responsible for the reconciliation and posting of corporate credit card expenditures.
ESSENTIAL JOB FUNCTIONS:
- Interacts with Office of Student Accounts, Human Resources, Office of Sponsored Programs, faculty, and other staff regarding AP needs
- Generate and distribute purchase orders from approved purchase requisition
- Review invoices for proper authorization and accounting information
- Input invoices into general ledger with high accuracy and save scanned invoices in GL system
- Process and pay approved payment requests, purchases against PO’s, travel, and expense reimbursements
- Process travel advances and tracking
- Process and track necessary information for generation of IRS Forms 1099
- Maintain Accounts Payable and W-9 files
- Assist with fixed asset accounting
- Respond to vendor inquiries
- Reconciliation of non-operating bank accounts
- Provide invoice and Accounts Payable documentation as requested
- Assist with annual audit preparation and inquiries from auditors
- Perform other duties as assigned
KNOWLEDGE, SKILLS, AND ABILITIES:
- Competency with the Microsoft Office 365 Excel and Word
- Familiarity with Blackbaud Financial Edge is desirable
- Experience with IRS Form 1099 preparation
- Must be extremely detail-oriented and perform highly accurate work
- Must be a self-starter and problem solver with strong organizational skills and the ability to manage multiple priorities
- Must possess a high level of professionalism and the ability to exercise sound judgment and discretion
- Must deliver a high level of customer service and communicate effectively with individuals both inside and outside the College
- Must be able to effectively administer the colleges’ policies and procedures and make suggestions for improvement
EDUCATION AND EXPERIENCE:
- Must have a minimum of 3 years of accounts payable experience
- Possession of an Associates or higher degree is preferred
- Work experience in a higher education setting is desirable
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