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Accounts Payable Specialist Job description
All bills/invoices incurred are processed in an efficient, accurate and timely manner
Accurate and organized files are maintained on all vendors
Payment questions are effectively researched and resolved
Purchasing Card transactions, with an annual amount of $1-2 million, are monitored
Essential Duties and Responsibilities:
Reviews, monitors and pays invoices for College, with a total annual invoice amount of $3-5 million
Keys and runs payments of accounts payable as supplied, issues “stop payments” as needed
Verifies all amounts before and after checks are machine processed
Keeps quarter-to-date, year-to-date and all related files for both current and prior fiscal years Maintains files of all outstanding purchase orders, records of payables and related accounts payable/vendor files
Audits invoices with purchase orders for accuracy of pricing, quantities, units of measure, extensions and totals
Enters local fund vouchers and all travel vouchers, ensuring accuracy and completeness of all required documentation Prepares, calculates, checks, codes, summarizes, processes and posts an intricate variety of detailed ledgers both on and off the computer
Matches invoices/reimbursements to proper purchase orders and distributes invoices to various departments for processing
Reviews and files all travel requests for proper authorization and matching of travel requests with travel vouchers
Tracks travel expenditures and prepares reports for departmental review
Ensures timely payment of travel expenditures and reconciles the billing statements on a monthly basis
Audits and enters local and state vouchers as necessary
Monitors the daily printing of vouchers and controlled disbursement checks, and resolves any minor technical/procedural problems
Provides assistance to vendors and other departments for the resolution of problems
Assist auditors as required
Helps in other areas of the department as needed
Trains others to use the Accounts Payable module of Datatel
Prepares annual tax reporting of W9 and 1099MISC
Drafts “due diligence” correspondence and issues refunds for outstanding checks
Education and Work Experience Required:
Associate’s degree or equivalent combination of education and experience
Analytic Skills Required:
The ability to recognize several likely causes of events, analyze relationships among several parts of a problem or situation, and then formulate a multi-step response is required.
Language and Literacy Skills Required:
Reads and interprets a wide range of information. May interpret documents to others. Regularly writes reports and correspondence. Able to shift writing style as needed for different audiences. Regularly explains policies, listens to questions, responds, and problem solves. Speaks to individuals and small groups effectively