Position Description

JOB DESCRIPTION SUMMARY:

The Accounts Payable Coordinator will perform a variety of professional level duties and responsibilities involving the processing, maintenance, and review of financial records involving accounts payable including complex auditing, data entry, data entry verification, and check processing.

SUPERVISION RECEIVED AND EXERCISED:

• Receives general supervision from Budget Director.
• Exercises no supervision.

Duties & Responsibilities (Essential Functions)

ESSENTIAL AND OTHER IMPORTANT FUNCTIONS STATEMENTS:

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions:

• Perform a variety of technical and complex accounting work in the processing, maintenance, and review of financial records involving accounts payable and purchasing transactions; process all corresponding paperwork while ensuring its accuracy and completeness.
• Verify and match invoices with purchase orders and receiving slips; ensure accuracy of documents. Interact with appropriate personnel, departments and vendors as needed to resolve discrepancies and fulfill job responsibilities; assist staff with completion of forms when appropriate. 
• Provide required fiscal year-end reports to Controller for Financial Statement preparation.
• Research, analyze, and resolve specific problems related to accounts payable.
• Assume responsibility for monthly reconciliations, analysis, and review of general ledger accounts, including monthly sales tax reports, and closeout of various funds.
• Train accounts payable technicians.
• Maintain proper documentation for the financial auditors.
• Apply a working knowledge of applicable laws and regulations.
• Work with IT department to test all new processes and patches related to the AP module in Colleague, Softdocs and banking software.
• Post transactions to appropriate general ledger accounts; review entries for accuracy and completeness; prepare voucher packets and obtain appropriate signatures of approval; print checks and submit positive pay files to the bank.
• Work closely with Director of Purchasing and P-card holders to ensure expenses are documented and sales tax is calculated properly.  Includes, but not limited to, P-card master bill generation, general knowledge of proper expense account usage per NCCCS, and P-card purchasing rules and guidelines.
• Prepare annual 1099 tax reports.
• Prepare student refunds, financial aid and scholarship checks weekly in coordination with Accounts Receivable Supervisor and issue replacement checks for those that are reported lost after following the appropriate procedures.
• Manage outstanding checks throughout the year and prepare annual escheat report to the state.
• Provide input in development and updating of accounts payable and purchasing policies and procedures.

Other Important Functions:

• Research and answer department questions regarding status of accounts, the proper coding of transactions and related matters.
• Attend staff meetings as necessary; provide staff support to various college committees.
• Perform related duties and responsibilities as required.

Qualifications

QUALIFICATIONS:

Knowledge of:

• Accounts Payable and purchasing procedures.
• Applicable federal, state and local policies, procedures, rules and regulations
• Modern office procedures, methods, and equipment.
• Research techniques, methods, and procedures.
• Operational characteristics of an integrated computer system and related peripheral equipment.
• Automated financial systems and applications; spreadsheet software.
• Proper English usage, spelling, grammar, and punctuation.

Ability To:

• Apply accounting principles and procedures
• Analyze data and draw sound conclusions
• Interpret and apply accounting principles, rules, regulations and procedures in the maintenance and control of records and preparation of financial statements
• Prepare clear, complete, and concise administrative and financial reports
• Establish and maintain cooperative working relationships with those contacted in the course of work
• Interpret and apply CFCC goals, objectives, policies, procedures, rules, and regulations
• Communicate clearly and respectfully, both verbally and in writing
• Maintain effective audio-visual discrimination and perception needed for:
  1. Making observations
  2. Reading and writing
  3. Communicating with others
  4. Operating assigned equipment
  5. Handling varied tasks simultaneously
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities, which may include the following:
  1. Standing or sitting for extended periods of time
  2. Operating assigned equipment
  3. Handling varied tasks simultaneously 
  4. Bending, stooping, climbing, or lifting up to 50 pounds
• Maintain mental capacity, which allow the capability of:
  1. Making sound decisions
  2. Responding to questions
  3. Demonstrating intellectual capabilities

EXPERIENCE AND TRAINING GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be:

Minimum Education/Training:

• Associate’s degree in accounting, business administration or related field

Minimum Experience:

• Three years of increasingly responsible experience performing professional accounting work and/or accounts payable

Preferred Education/Training, Experience, Skills:

• Experience working in a post-secondary education environment
• Bachelor’s degree in accounting or related field

Supplemental Information

Special Instructions to Applicants:

• This position REQUIRES UNOFFICIAL TRANSCRIPTS AND/OR TRAINING CERTIFICATIONS be submitted in addition to the application. Please have these documents ready to upload when applying.

• Candidates are required to submit OFFICIAL TRANSCRIPTS for all degrees obtained prior to their first day of work or hire date. If the highest level of education is a High School diploma or equivalent, proof of completion is required.

• Successful candidates who have obtained their education outside of the US and its territories must have their academic degree(s) validated, at their own expense, by an outside credential evaluation service as equivalent to the Baccalaureate or Master’s degree conferred by a regionally accredited college or university in the United States.