at North Central College, IL in Naperville, Illinois, United States
Job Description
Employment Status: Staff
Description of Key Responsibility:
1. Process payment request, utilizing purchase orders, vendor invoices, check requests and expense reports received from faculty and staff. Payment request processing will include ensuring that descriptive information and calculations are complete and accurate, review of account classification, verification that appropriate approvals have been obtained, and verification that department budget lines are not being overspent. Payment requests should be processed in a timely manner as to meet deadlines set by management.
2. Process advance payments to faculty and staff for purposes such as individual and group (i.e., athletic teams) travel, including follow up to ensure that actual charges are documented and differences between advance payment and actual charges are resolved.
3. Process electronic payments and print/mail paper checks per the schedule set by management. Encourage participation in the electronic payment process. Void and reissue checks as needed. Contribute to the process of maintaining vendor files and ACH information.
4. Reconcile voucher input to general ledger as required by management.
5. Establish and maintain hard or electronic copy files that properly document accounts payable transactions. Maintain filing for easy document retrieval as needed.
6. Train and monitor student workers that assist with accounts payable related tasks.
7. Develop and train faculty and staff as necessary, in the proper use of the purchasing and accounts payable system, including providing guidance and direction relative to College purchasing policies and procedures. Communicate with vendors, faculty, staff, and students as necessary to resolve issues or answer inquiries.
8. Maintain vendor submitted W-9 documentation and assist with designate 1099 recipients in accordance with IRS guidelines. Prepare and submit required IRS 1099 filings.
9. Participate in process evaluation and process improvement on an ongoing basis.
10. Assist with the annual audit as needed.
11. Attend seminars as needed to keep current with accounts payable related issues.
12. Perform other related duties and tasks as appropriately assigned.
13. Manage PO requisitions, both manual and electronic, review for proper approval, account number, and assign PO numbers.
14. Paymerang communications liaison, including managing Paymerang refunds.
15. Send campus-wide communication regarding change to check run cycle due to holiday closures.
16. Maintain signature of approval matrix.
17. Follow through with accountant to confirm wire payment completion
OTHER KEY RESPONSIBILITIES+ Support the College’s mission, vision and values, and contribute to the advancement of the College’s Strategic Plan.
+ Demonstrate a strong commitment to continuous quality improvement.
+ Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
Education/Training:
A high school diploma is required. An associate’s degree is preferred. Training in computerized office operation and accounting is desirable.
Experience:
At least two years’ experience in an office environment, preferably involving accounts payable and/or general accounting/bookkeeping office routines and procedures, is preferred. Experience with Ellucian Colleague is preferred.
Position Summary:
This position is responsible for all aspects of accounts payable. This includes processing documentation for payment, ensuring accounts payable activity is properly reflected in the general ledger, and applying accounts payable related policies and procedures, in an accurate and timely manner.
