Accounts Payable Associate

Description

Heidelberg University is seeking to hire an Accounts Payable Associate to work in our Business Office. The individual in this position will perform a variety of technical and clerical work operating computer keyboard for data entry for the purpose of maintaining expenditures and financial records for the University, performing daily data entry of all payables and weekly processing of all accounts payable. Accounts Payable works with all departments on campus in processing authorizations for payments. This position will also assist the Business Office Manager with student accounts and provide customer service.

Duties and Responsibilities

Accounts Payable :

• Collects, organizes, and verifies accuracy of financial and other data before entering it into the Banner integrated system.
• Processes requisition into purchase orders on a daily basis.
• Compares data entered into computer with data listed on the original document, verifying that data has been correctly entered.
• Adheres to internal control procedures, deleting incorrect information and entering correct data. Maintains complete record of all financial work completed.
• Communicates, both written and verbally, with various vendors, contractors, and service providers to address billing concerns, resolve discrepancies, and for general account management. Maintains accurate vendor records.
• Processes the 1099-Misc and 1099-NEC at year end.
• Verifies and processes University’s Mastercard charges and allocate to the appropriate department.
• Maintains accounts payable email account by reading and responding to emails, deleting junk mail or forwarding messages to appropriate departments when necessary.
• Provides support to faculty, staff, and students to answer questions, respond to inquiries, and when necessary, refer to appropriate person(s).
• Communicates in a clear and concise manner policies and procedures regarding reimbursements, advances, and payables to faculty, staff and students.
• Processes invoices and generates checks for payment in a timely manner.

Cashiering and Customer Service :

Requirements

Education and Experience :

(A) Coursework and / or certification in accounting, business management, finance, or related field; and

(B) Two (2) years relevant financial experience; or

(C) An equivalent combination of education and experience.

Preferred Education and Experience :

(A) Associate’s degree in accounting, business management, finance, or related field;

(B) Five (5) years progressively responsible experience; and / or,

(C) Prior experience with Banner Integrated Software System.

Necessary Knowledge, Skills, and Abilities :

(A) Extensive knowledge of computers and electronic data processing, including spreadsheets and word processing; Skill in operation of office equipment.

(B) Ability to gather, analyze and interpret data.

(C) Ability to communicate in a clear and concise manner both verbally and in writing.

(D) Knowledge of University financial processes and policies. Ability to maintain level of confidentiality with regards to sensitive data and records.

(E) Ability to create and maintain working relationships with other faculty, staff and students.

(F) Ability to exercise sound independent judgment when answering questions and direct to appropriate supervisor if necessary.

(G) Ability to understand and follow through with multi-directional tasks; Ability to maintain more than one project at a time and be comfortable meeting deadlines.

Tools and Equipment Used : Knowledge of operation and use of various office equipment including, but not limited to : personal computer, including spreadsheet and word processing software, adding machine, fax machine, copier, telephone, scanner, and printers.

Physical Demands : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

While performing the duties of this job, the employee is frequently required to use arms, hands and fingers to operate and manipulate equipment generally found in an office setting. The employee may be frequently required to walk, sit, stand, talk, and hear. The employee must frequently lift and / or move up to ten (10) pounds and occasionally lift and / or move more than twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include occasional varied degrees of occasional stress while performing job duties.

Work Environment : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee frequently works in an office setting. The noise level in the work environment is moderately quiet.

Selection Guidelines : The Accounts Payable / Business Office Assistant will be selected after a formal application procedure, education and experience rating, oral interview, and reference check. Job related tests may be required. All offers of employment are contingent upon a satisfactory criminal background screen.