Job Summary

Under the direct supervision of the Director of Finance & Business Services, this position provides all Accounts Payable and Purchasing duties in support of the Business Office functions. This position is responsible for assuring timely payment to college vendors based on institutional guidelines.

Job Duties (but not limited to):

• Works with departments to prepare purchase requisitions and orders
• Maintains all purchase requisitions and orders insuring they are cleared timely and current
• Confirms availability of departmental budget prior to issuing purchase order approval
• Secures quotations for the purchase of products and services as needed
• Prepares weekly AP check run and aging reports for approval
• Reviews invoices and check requests for appropriate authorizations, documentation and account coding
• Enters invoices in Jenzabar for payment
• Prepares and process accounts payable checks
• Prepares positive pay file and transmits to bank with check run
• Maintains vendor files and 1099s
• Reviews employee reimbursement and travel vouchers for accuracy
• Oversees training of approved faculty and staff on purchase requisition and purchase order systems in Jenzabar-One
• Corresponds with vendors and respond to inquiries
• Prepares Georgia Sales & Use tax monthly
• Enters payments for online vendors and prepares journal entries to code to appropriate accounts
• Enters all 1099 vendors, prepares tax report and transmits to IRS annuals; distributes 1099 forms to recipients
• Prepares associated journal entries to record charges on monthly basis
• Other related duties as assigned

Minimum Qualifications

Bachelor or associate degree and three (3) years of clerical and accounting experience Prior accounts payable or purchasing experience in a college or university setting is preferred. Experience with requisitioning and purchasing in an ERP system is preferred.

Knowledge, Skills and Abilities:

• Strong computer skills with proficient knowledge of MS Word, Outlook, Excel, Banner
• Excellent written and verbal communication skills
• Excellent analytic, organization and problem-solving skills with ability to manage multiple tasks simultaneously
• Ability to communicate effectively with faculty, staff, students, and outside vendors
• Ability to work independently to solve problems
• Ability to work with a high degree of accuracy
• Strong Customer Service skills

Physical Demands

• Sitting for extended periods is common. Hearing, vision, and speaking within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.
• No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required. Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines.
• Good reasoning ability is important. Able to understand and utilize accounting reports and legal documents to conduct business.