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Accounts Payable Specialist

Trocaire College

Job Description

Primary Functions:

  • Accounts Payable

Minimum Qualifications:

  • Associate in business, Accounting or Finance, required
  • Microsoft Word and Excel proficiency
  • High level of attention to detail
  • Strong customer service skills
  • Ability to work successfully with students, faculty, staff.

 

Preferred Qualifications:

  • Experience with accounting and accounts payable software
  • Experience with Great Plains accounting software
  • Experience with CAMS Enterprise software

 

Job Specific Competencies:

  • Understanding of charts of accounts and account structures, in general
  • Understanding the purchase to pay process

 

Essential Job Functions:

Job functions include, but are not limited to:

  • Issue purchase orders and financial request vouchers
  • Credit Card/Expense Report Administration
  • Process invoices for payment
  • Review all invoices for proper documentation and approval prior to entering in Great Plains for payment
  • Assign department to be charged
  • Resolve differences in invoices
  • Apply pending credit memos
  • Monitor discount opportunities
  • Issue checks to vendors, students and employees
  • Create ACH payments
  • Print and distribute checks as required
  • Match invoices to check requisitions and file
  • Issue reimbursement/travel checks to employees
  • Post student direct deposit refunds to Great Plains
  • Send wire transfers and ACH payments to vendors
  • Reconcile processed work by verifying entries and comparing system reports to balances
  • Review, reconcile and process college credit card bills
  • Enter non-student payments into Great Plains
  • Enter student payments in Cams and Great Plains for Student Account Office when needed
  • Prepare Daily Deposits for Bank
  • Online banking
  • Send daily check deposits through Key Capture
  • Transfer check run file to Key Bank Positive Pay
  • Review daily check issues in Positive Pay make any decisions regarding discrepancies reported
  • Issue stop payments
  • Verify cashed checks
  • Bank Transfers
  • Prepare 1099 forms for qualifying vendors and mail by IRS deadlines
  • Ensure all vendors are setup correctly for 1099 reporting
  • Answer all vendor inquires
  • Reconcile monthly vendor statements, research and make corrections of discrepancies
  • Maintain vendor files and documentation, accounts payable reports and spreadsheets
  • Prepare past fiscal year files for storage
  • Assist Associate Vice President for Finance
  • Prepare college "building hours" calendar for website
    • Manage Amazon user accounts
  • Other duties as assigned to meet the mission of the college
  • Perform these duties in accordance with regulations set forth by auditors and college accounting procedures

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