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CLASSIFICATION TITLE: Accounts Payable Specialist EMPLOYMENT STATUS: Full-Time REPORTS TO: Assistant Treasurer/VP of Technology and InfrastructureFLSA STATUS: Non-exempt DIVISION: Business Office/IT Services CAMPUS: Central DISTINGUISHING JOB CHARACTERISTICSManages the accounts payable function and provides support to the Information Technology Services Department. Maintains positive public relations with internal and external customers, contractors, and vendors. ESSENTIAL DUTIES AND RESPONSIBILITIES To perform this job successfully, an individual must perform essential duties to expected performance standards. Reasonable accommodations are made as required for persons who are disabled under the Americans With Disabilities Act.
Maintains open communication with all employees, responds to employee questions concerns, or problems and fosters positive employee relations. Processes purchase orders to the invoice and disbursement phase.Scans paid voucher packets and student refund check copies to digital imaging system. Maintains vendor listings. Communicates with vendors and other departments regarding orders, invoices and other financial issues. Disburses student refunds. Enters requisitions and performs various clerical and administrative duties for the maintenance department. Orders office supplies. Maintains and monitors digital imaging file status and folders. Enters monthly foundation payroll deductions. Processes regular monthly payments and Payroll Liabilities. Delivers division’s inter-campus mail to the mail room. Picks up division’s inter campus mail and distributes to recipients. Picks up and drops off USPS mail at the post office. Enters monthly utility bills into Excel sheet. Collects and maintains vendor W9s. Codes vendors for 1099 processing. Distributes 1099’s to vendors. Sends 1099’s electronically to the Data and Research Manager. Maintains inventory of 1099 forms and envelopes. Processes student payments when needed. Accesses and tracks utility invoices and facilities credit card payments. Provides routine information and answers general questions in a pleasant manner. Exhibits a pleasant public manner to internal and external constituents. Carries out duties with demonstrated focus on a variety of customers. Answers telephone, records messages, obtains and responds to inquiries from faculty, staff and the general public or directs calls to appropriate person. Maintains confidentiality of confidential or sensitive records and information. Works assigned schedule, exhibits regular and punctual attendance and works overtime as approved to meet workload demands. Assists with monitoring project management software, creates project elements, monitors and updates projects, provides reports and communicates project status as needed. Assists with creating and editing Request for Proposals (RFPs) including posting and advertising RFP’s, contacting vendors, contractors, and securing quotes and bids. Assists with vendor and contractor submissions. Receives, tracks, and organizes RFP responses, assists with scoring, and providing results to bidders. Assists with Controlling Board submissions, gathers documentation and signatures, creating and editing Joint Use Agreements. Assists with coordinating with designated business office employees to track capital expenditures and process construction pay applications. Monitors facility work request tickets, provides stats and information as necessary. Enters and tracks maintenance and facilities requisitions and submits to vendors. Acts as the liaison between business office and employee managing online auctions order to when disposing of surplus college equipment. Assist with Ohio Facilities Construction Commission (OFCC) and Ohio Department of Higher Education (ODHE) communications. Assists with securing OFCC construction templates and documents as well as modify and editing for use with College related projects. Send certified letters, receive information from contractors, file documents, and similar information as project progresses. Assists with scanning, faxing, copying, scheduling appointments and meetings, fields and returns calls, and schedules Zoom meetings. Attends meetings as necessary. Takes notes. Assists with requirements and scope development for projects, information gathering, and developing surveys. Research records for invoices and payments as needed. Updates utilities spreadsheet – monitors expenses for anomalies. Creates spreadsheets and documents as needed to facilitate infrastructure operations
OTHER DUTIES AND RESPONSIBILITIESPerforms other related duties as required. SCOPE OF SUPERVISIONNone EQUIPMENT OPERATEDComputer; printer; calculator; copier; fax machine; scanner; telephone; postage machine and other standard office equipment. CONFIDENTIAL DATAVendor business ID numbers; Student and other information covered by FERPA guidelines and agreed to in the College’s FERPA Confidentiality Agreement; and confidential or sensitive information included in the College’s administrative computer system. WORKING CONDITIONSGood office working conditions. The work requires the use of safe work practices with office equipment, and observance of general safety regulations. USUAL PHYSICAL DEMANDSThe following physical demands are typically used to perform this job’s essential duties and responsibilities. They are not qualification standards, rather they may be used to help the College, employee, or applicant identify where and how reasonable accommodations may be made when an otherwise qualified person is unable to perform the job’s essential duties due to an ADA disability.While performing the duties of this job, the employee frequently sits for extended periods of time and occasionally stands and walks. The employee regularly exhibits manual dexterity when working on the computer, typing and performing other related tasks. The employee regularly talks and hears when working with students and the general public. Vision demands include close, relatively detailed vision, with the ability to adjust focus when typing or reading a computer screen. The employee occasionally lifts up to 10 pounds. KNOWLEDGE, SKILLS AND ABILITIESKnowledge of: standard office practices and procedures; basic accounting principles; Microsoft Office Suite; basic mathematics including percentages, fractions and decimals. Ability to: exhibit a pleasant public manner to internal and external constituents; demonstrate telephone etiquette; accurately transfer financial data from one record to another; accurately post information to financial records; exhibit attention to detail; maintain confidential and sensitive information; work independently; originate an attractive and functional typing format; organize and file documents according to alphabetical, numerical and subject order; apply ethical standards to work situations; make work decisions in accordance with SSCC’s values; show respect and sensitivity for cultural differences, and promote an harassment-free environment; embrace and support constructive change; work efficiently and effectively to improve college operations; consistently follow safety and security procedures and practices; develop and maintain effective working relationships with students, learning community, associates and general public; contribute toward building a positive team working environment; treat others with respect as representative of SSCC. Skill in: data entry; typing; performing mathematical calculations including decimals; application of Microsoft Office software including Word, Excel and Outlook; application of Adobe, Jenzabar and other job related software; operation of standard office equipment; office organization; creating functional and professional electronic report formats; verbal and written communications. QUALIFICATIONSAn appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is: High School Diploma or GED in or related field with one to three years related experience in accounting or office administration.Applicant must successfully pass required background checks in accordance with Southern State Community College’s policies and procedures and applicable laws. Ability to document identity and employment eligibility as a condition of employment in compliance with Immigration Reform and Control Act requirements. LICENSURE OR CERTIFICATION REQUIREMENTSNone. The listing of duties and requirements listed in this description should in no manner imply that these are the only responsibilities to be performed by the employee who fills this position. Each employee is required to follow the directives, and to perform any duties required by the employee's supervisor or designee.
