Under general supervision, an employee in this position has primary responsibility for preparing, maintaining, and processing accounting records and financial transactions related to accounts payable for the Business Services Department of the College. Duties related to this position primarily focus on the processing of invoices and reimbursements for payment, maintaining adequate check files, and communicating with vendors and College personnel to resolve billing discrepancies. Other duties related to this position involve balancing and reconciling financial transactions. Duties assigned may vary according to the specific needs of the Division and/or allocation of workload. This position reports to the Senior Staff Accountant.

The following listing of essential job duties indicates the general nature and level of work required in this job. This is not designed to be a comprehensive listing of all the activities, duties, or responsibilities that may be required in this job. Individuals assigned to this job may be asked to perform other duties as required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities of the job.

Essential Duties:

• Process invoices, including electronic invoices, for payment by generating and posting vouchers, posting checks to the general ledger, and printing and forwarding applicable voucher and check reports to the Senior Staff Accountant. Also responsible for printing, folding, and mailing checks. 
• Ensure timely and accurate payment of invoices in accordance with the College's policies and procedures. 
• Reconcile invoices to purchase orders and relevant reports to ensure correct calculations, proper approvals, and addresses prior to processing payments. 
• Maintain purchase orders and blanket purchase orders in the financial system, closing out purchase orders and blanket purchase orders at the end of each fiscal year. 
• Maintain copies of contracts and verify billing terms and amounts as invoices are received. 
• Upon payment, forward all copies of utility bills to the Director of Plant Operations for yearly reporting. 
• Process requests to void and reissue replacement accounts payable and student refund checks.
• Process travel requests (advances & reimbursements). Ensures all travel paperwork is complete, fully approved and in accordance with state guidelines.
• Perform monthly bank reconciliations for the Payroll Clearing, Federal, Satellite Campuses and Merchant accounts.
• Perform the check writing function for the VGCC Foundation in Blackbaud software
• Collaborate with the Senior Staff Accountant in the annual escheat process, to include following up with vendors and/or students who have uncashed checks
• Communicate with faculty, staff, and outside contacts to provide financial and accounting information and support as needed. 
• Serve as backup to the Accounts Payable Coordinator position in carrying out essential accounts payable processes. 
• Perform other duties as assigned, including project and committee work. 
• Cross-train on other Finance / Business Office functions. 

Physical Demands:

• Ability to occasionally lift and/or move up to 20 pounds. 
• Ability to occasionally stand, walk, and reach with hands and arms.