Technician, Accounts Payable

Description The jobholder is responsible for coordinating the daily accounts payable process to ensure accuracy and timeliness of all payments for all fund sources, including vendor payments, payroll checks, direct deposit notices, student refunds, and financial aid payments. S/he serves as lead worker for accounts payable staff. Min Salary Max Salary Duties/Functions • Coordinate the daily accounts payable process to ensure accuracy and timeliness of all payments. • Keep track of all credits due to the College to ensure they are applied correctly. • Monitor all unpaid checks on a regular basis and escheat checks as required by law. • Coordinate filing, scanning, indexing of accounts payable documents according to state records retention policy. • Perform a variety of technical 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. • Access and operate computer accounting systems and associated modules while processing accounts payable transactions regarding all fund sources. • Coordinate reconciliation of p-card statements; review and approve journal entries for accuracy and completeness. • Authorize release of checks after verifying the availability of funds and in the case of state checks, after recording the information in ‘Positive Pay’. • Monitor cash balances at all times and voucher clearing accounts as needed; balance travel advance accounts monthly. • Verify travel expense claims; verify signatures and legitimacy of claims; receipts, invoices, and statements; post travel expenses to the appropriate accounts. • Prepare student refunds, financial aid and scholarship disbursements in coordination with Institutional Funds Technician and the Financial Aid Office and coordinate necessary replacement checks. • Pay sales tax when due and follow procedures necessary to escheat checks as appropriate. • Coordinate production of monthly accounts payable aging report. Review/approve and disburse to management. • Monitor status of outstanding orders/invoices ( PREG report) and coordinate necessary follow up to optimize resources and ensure timely payments. • Coordinate monthly and year-end closings with Purchasing and Shipping/Receiving staff. • Provide input in development and updating of accounts payable and purchasing policies/procedures. • Demonstrate and model the College’s employability skills: adaptability, communication, information processing, problem solving, responsibility and teamwork. • Serve as backup cashier and/or other registration duties. • Perform all duties as assigned by supervisor. Difficult Challenges Bid Agreements – invoice does not always match this agreement. State Contract – not aware of details of the agreements; for example, for orders over $150, no shipping should be charged. State sales tax not correct on invoice; unable to differentiate for which items vendors are charging tax. Duplicate Shipments – need to be addressed as soon as possible; not notified in a timely manner. Contacts Daily: Receiving department staff regarding receiving items in the system, quantity discrepancies, returning duplicate shipments, damaged or rejected items. Daily: Purchasing department staff regarding purchase order information or dates not matching invoice, copies of bids/agreements, purchase order needed in order to process the invoice. Daily: end users regarding signatures needed on blanket purchase orders; check whether items not received by Receiving have been received by end user; additional information needed on quantity shipped, price of items, or shipping amount. Several times a week: vendors regarding invoice copy, date item was shipped, reason for price discrepancy. Education Required Associate Degree in Accounting or related field from a regionally accredited post-secondary institution Education Preferred Bachelor Degree in Accounting or related field from a regionally accredited post-secondary institution Experience Required Three years increasingly responsible experience in accounting and accounts payable Proficient use of 10-key calculator Proficient use of MS Excel and MS Outlook Experience Preferred Community college experience Ellucian Colleague accounts payable experience Proficient use of MS Teams KSA Required Ability to maintain confidentiality of records, exhibit discretion and maturity in decision making Ability to be resourceful and work with limited direct supervision Ability to work in a team environment Ability to process high volume of work with accuracy and meet strict deadlines Apply GTCC administrative policy as it applies to the areas of assignment Ability to communicate effectively with a commitment to quality customer service KSA Preferred Ability to take direction and prioritize effectively. Excellent organizational skills. Maintain job effectiveness under stress. Serve customers pleasantly and efficiently in person and by telephone. Ability to work flexible hours Department/Job Specific Requirements Proficiency in all phases of the accounts payable and purchasing modules, as well as accessing detail account inquiries to the general ledger module, and student files for serving as backup cashier and/or other registration duties. Attend training on Anti-Harassment, Family Education Rights and Privacy Act ( FERPA ), Personal Information Protection ( PIP ), Reporting Requirements, and Ethics Law in North Carolina. The following (compliance) training is required and must be completed within the first 30 days of hire with annual refresher training thereafter: Ethics Safety/Shooter on Campus Personal Information Protection Training ( PIP ) Anti-Discrimination/Harassment & Title IX Other training may be required as determined applicable. Physical Demands Physical Activity: Primarily sitting Environmental Hazard(s):