SUMMARY

OPEN UNTIL FILLED - 
Perform various diversified duties that involve independent judgment in accordance with established procedures; process accounts payable; solve problems; assist the Accounts Payable Specialist with processing requisitions, purchase orders and blanket purchase orders, maintaining related files, and resolving E-Procurement issues.

DUTIES AND RESPONSIBILITIES

1. Review incoming invoices and billing statements, addressing items that are inconsistent with College policies and procedures.  Follow-up on any discrepancies found.
2. Audit invoices to determine mathematical accuracy and compliance with applicable laws; voucher, print, balance and maintain files of all state, special, and county account expense checks.  Be familiar with general ledger account coding in order to determine whether account codes are accurate.
3. Receive, match all incoming packing slips and invoices with purchase orders. Audit them for correctness, and process for payment on a daily basis.
4. Work closely with the budget accountant to manage departmental budgets to ensure payments are within set budgets.   
5. Verify, balance, and print student financial aid checks including E-checks as needed. 
6. Generate reports, checks, and maintain balances for the bookstore. 
7. Research questions/concerns of vendors, students, and employees.   
8. Respond to various inquiries from vendors and departments concerning purchase orders. 
9. Assist state and federal auditors in gathering necessary materials in order to fulfill audit needs. 
10. Process daily DCA deposit check. 
11. Process Foundation checks, as needed. 
12. Post positive pay for state, county, special and foundation checks.  
13. Contact vendors to resolve any issues with invoices.   
14. Communicate with vendors and shipping and receiving department concerning damaged or wrong items received. 
15. Maintain all open and closed purchase orders files. 
16. Assist with closing out all open orders at end of fiscal year and generating reports needed for fiscal year closeout, including vendor credits and payables. 
17. Manage accounts payable email and mail.   
18. Process weekly P-card payments for FSI. 
19.  Assist in preparation and submission of 1099 forms by the required deadline. 
20. Complete public information requests accurately and timely. 
21. Oversee monthly p-card program including sending request for reports to users and completing the approval process in accordance with the p-card manual & policies. 
22. Prepare and scan checks and other documents into ImageNow system 
23. Process escheats annually by the required deadline.  
24. Assist with management of insurance policies of the College including processing of insurance payments and claims.  Assist with the renewal of insurance policies.   
25. Perform other related duties incidental to work described herein. 
26. Work on projects as identified or assigned.