Job Description

Summary:

The position of Accounts Payable Specialist is responsible for all accounts payable financial disbursements for the Casper College Office of Accounting and Financial Management.

Responsibilities:

The Accounts Payable Specialist is responsible for all accounts payable financial disbursements which also includes research, analysis, and troubleshooting to resolve complicated reconciliation issues and also serves as occasional backup for other positions within the accounting department. The purpose of the position is to review requisitions / invoices and prepare payment vouchers or determine that request should be paid via the procurement card, maintain the master vendor file; handle the resolution of account discrepancies and procedural inquiries from vendors and campus departments; assist with the maintenance of fixed assets, and prepare miscellaneous reports including unclaimed property and tax information all while providing excellent customer service. This position reports to the Director of Financial Services and Controller.

Essential Duties:

• Reviews requisition for payment requests to ensure request is authorized and appropriate documentation is attached, or if purchase order should be issued. Determine payment methods \xe2\x80\x93 with p-card or by voucher / check.
• Coordinates with shipping & receiving or appropriate department or school regarding completeness of purchase orders; matches invoices to complete orders, checks for contract pricing, processes for payment
• Maintains purchase orders and accounts payable check files with related documentation
• Responsible for expediting purchase orders
• Serves as primary contact with vendors and internal customers for questions/problem resolution regarding orders and payments
• Assists and trains faculty and staff regarding purchasing and accounts payable policies and procedures
• Attends bid openings as requested
• Assists with the maintenance of fixed asset records additions and deletions
• Preparation of state Unclaimed Property Reports
• Assists with front-line customer service for students, college staff, and the general public as necessary
• Maintain accurate, up to date master vendor file; maintain and update W-9 tax information and ensure W-9 information is collected from vendors
• Reconciles outstanding purchase orders to the encumbrance control accounts; reconciles outstanding vouchers to the accounts payable control accounts.
• Assists with annual physical inventory as needed
• Weekly reconciliation of campus food service billing
• Monthly reconciliation of advertising activity/billings with Public Relations Department
• Sorts mail for the Accounting and Financial Management Office, redistributes mail belonging to other departments; opens mail pertaining to accounts payable.
• Maintains current knowledge of a wide variety of policies, procedures, regulations (including FERPA), current office practices, and computer/technology applications; emphasis on regulation and procedures impacting specific area of responsibility
• Prepares annual music license fee reports
• Maintains office supply inventory for the Accounting and Financial Management Office
• Research invoices to verify that proper departments receive the billing statements
• Review and reconcile vendor statements for accurate billing and outstanding invoices/credits
• Create and maintain utilities usage and billing spreadsheets for the Physical Plant area
• Reconcile construction in progress billings to ensure all project expenditures are accurate and properly documented
• Monitor and reconcile contractor retainage accounts
• Provides support as needed to the Director of Financial Services/Controller; including annual audit and special projects, etc.

Work Environment:

Typical work environment is an office setting requiring normal safety precautions. Work is usually performed during the normal work day, however, occasional early morning, late evening and weekend work may be required. Short periods of time will be spent outdoors traveling between campus buildings in various weather conditions. Due to busy seasons, there will be specific times of crucial availability when leave time may not be approved.

Physical Demands:

Employee is regularly required to sit, speak, hear, use hands and fingers to handle materials and use computer, feel, and reach with hands and arms. Occasional lifting of up to 10 pounds may be required. Less frequent lifting of up to 25 pounds may be required (office supplies, paper boxes, etc.). Visual requirements require close-up, distance, and ability to focus.

Minimum Qualifications:

• Associate\xe2\x80\x99s degree in accounting, business or a related field from an accredited educational institution. Work experience may substitute for the education requirement.
• 2 years of work experience in a similar financial/business office setting or public agency.
• Knowledge of:
  • Microsoft Excel and Word
  • Knowledge, understanding and application of basic accounting principles and practices, purchasing principles and terminology
  • Knowledge, understanding and application of Casper College policies and procedures and Federal and State laws, regulations and policies pertaining to assigned work. Includes such areas as privacy, Wyoming State Statutes regarding purchasing and certain federal tax reporting requirements
  • Knowledge, understanding and application of administrative computerized accounting systems
  • Knowledge of accounting mathematics
• Ability to:
  • Provide excellent customer service skills
  • Understand and apply basic accounting principles to the maintenance of routine fiscal and accounting records
  • Understand and utilize college administrative software solution (Datatel Colleague) as well as software applications (Excel and MSWord)
  • Make arithmetic computations with speed and accuracy
  • Proficiently operate a 10-key calculator
  • Use the internet for research
  • Learn office policies, rules and practices
  • Maintain records and prepare reports
  • Work with confidentiality and discretion
  • Maintain focus and attention to detail despite interruptions
  • Analyze situations accurately and adopt an effective course of action
  • Plan, organize and prioritize work; meet schedules and time lines
  • Understand and follow oral and written directions
  • Communicate effectively, both orally and in writing
  • Establish and maintain effective working relationships with others even in confrontational situations

Desired Qualifications:

• Bachelor\xe2\x80\x99s degree or equivalent college coursework in accounting, business, or a related field
• Direct experience in accounting, accounts payable or related area
• Experience with Colleague or related enterprise accounting systems

To Apply, include the following:

• Application, completed with 3 references
• Resume
• Cover Letter
• Copies of unofficial transcripts (official transcripts required upon employment)

Note to Candidates:

• Employment is contingent upon a successful background check.
• This is a full-time, benefited position. Get more information about Casper College\xe2\x80\x99s benefits