Accounts Payable Specialist, Procurement and College Services
Columbus State Community College
Location: Columbus, Ohio, Ohio
Type: Temporary/Per diem
Internal Number: req3807_1663608839
Requisition ID: req3807
Job Title: Accounts Payable Specialist, Procurement and College Services
Department: Procurement & College Services
Location: Columbus Campus
Employment Type: Staff
Employment Status: Temporary
Bargaining Unit: Non-Bargaining Unit
FLSA Status: Non-Exempt
Compensation Type: Hourly
Compensation Range: 17.52 - 17.52
Schedule: In-Person: Monday - Friday, 8 am - 5 pm.
Additional Information: * This is a temporary position with the potential to become a permanent positoin. **Please attach a cover letter and resume with your application submittal.
POSITION SUMMARY The Accounts Payable Specialist supports accounts payable processes and applications in the College ERP system and companion systems. This position collaborates with other Business Services Departments, end users, and suppliers. Responsible for vouchering supplier invoices for payment and reviewing invoices for proper completion. Monitors supplier contracts and recurring supplier invoices. Processes end user change orders.
ESSENTIAL FUNCTIONS OF THE JOB
Invoicing Processing Vouchers invoices for payment. Reviews invoices for proper completion and information in accordance with department procedures and practices. Ensures accuracy of invoices. Verifies accuracy of invoice vouchers, including supplier address, availability of funds, appropriateness of approval signatures, inclusion of cost center account number, product quantity, and product price.
Matches purchase orders with invoices and resolve match exceptions. Verifies dollar amount, discounts, account number, and other information. Deducts taxes, calculates discounts, and corrects mathematical errors to prepare invoices. Identifies unpaid invoices. Contacts suppliers regarding invoicing issues and proposes solutions. Researches supplier payment status requests by reviewing paid invoices electronically. Requests replacement invoices from suppliers and re-submits them to department managers for approval. Responds to supplier requests for College tax-exempt forms and credit applications. Audits College credit application forms to ensure they are current and complete.
Scans and distributes electronic invoices utilizing the Document Management System. Provides guidance to end users regarding the Document Management System. Process all supplier payments, including ACH, check, and wire. Prepares checks for remittance to suppliers; attaches appropriate documents as needed.
Systems Maintenance Serves, creates, and maintains supplier data regardless of organization. Examples include supplier groups, suppliers, and contacts. Perform supplier contract functions for assigned organizations. Examples include supplier contracts and recurring supplier invoices. Processes end user change orders. May support Procurement and College Services system specialists as needed.
Customer Service Communicates with internal customers regarding Accounts Payable systems and assists with providing training as requested or needed. Works with Systems Specialists to make training recommendations based on questions asked by others on campus related to Procurement and Accounts Payable. Communicates with suppliers to research and resolve invoicing and payment issues.
Diversity, Equity, & Inclusion Fosters and maintains a safe environment of respect and inclusion for faculty, staff, students, and community members.
OTHER DUTIES & RESPONSIBILITIES Attends all required department meetings, assigned meetings, and training. Manages multiple assignments of varying complexity. Hours may include occasional evening, night, and weekend hours.
CORE COMPETENCIES Professionalism, Adaptability, Managing Work, Technology Savvy, Continuous Improvement, Planning and Organizing, Customer/Student/Employee Focus, Quality Orientation, Collaboration, and Communication
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of: Ellucian Colleague or other financial information; FERPA; Microsoft suite and standard office practices and procedures.
Skill in: Operational analysis and troubleshooting technology systems; problem-solving; multi-tasking; verbal and written communications; maintaining good public relations and customer service; general typing and operation of office equipment.
Ability to: Work independently, demonstrating initiative and follow through; effectively manage multiple tasks and activities; exhibit flexibility in work schedule and job tasks; appreciate diversity and work effectively with persons of different cultures and backgrounds; develop and maintain effective working relationships with associates, supervisors, job contacts, and the general public; handle routine tasks while maintaining a high attention to detail; exhibit a pleasant telephone manner; answer routine inquires; maintain confidential and sensitive information; maintain accurate and complete work records; speak effectively in meetings. Maintains confidentiality of student records in accordance with the Family Educational Rights and Privacy and Higher Education Act.
PHYSICAL REQUIREMENTS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions described in this position description. While performing duties of this job, the employee regularly exhibits digital dexterity when entering data into a computer. The employee regularly sits but may stand and walk for extended periods of time. The employee converses verbally or manually with others in person and by telephone. Vision demands include close, relatively detailed vision when focusing on a computer screen. The employee occasionally lifts or exerts a force of up to 10 pounds when moving files, boxes, and other materials.
MINIMUM QUALIFICATIONS A High School Diploma or GED with three (3) years of progressively responsible experience in accounting support services such as payables, receivables, collections, or another related field.
State Motor Vehicle Operator's License or demonstrable ability to gain access to work site(s).
*An appropriate combination of education, training, coursework, and experience may qualify a candidate.
Columbus State Community College has been meeting the diverse educational needs of the Central Ohio community for more than 50 years. The college is proud to be an important contributor to the growth and progress of the region and to serve as the front door to higher education in Central Ohio. From the first graduating class in 1965 through this year, 50,000 students have earned associate degrees in 50-plus technical fields and academic transfer programs. Columbus State also offers Associate of Arts and Associate of Science degree programs whose coursework fulfills the freshman and sophomore year requirements for bachelor’s degree programs offered by four-year colleges and universities throughout the state. Specific transfer agreements with more than 40 colleges and universities are in place at Columbus State, and new direct-to degree partnership programs are being developed all the time. Columbus State now has two campuses serving Central Ohio educational needs. The Columbus Campus is located on 85 acres in downtown Columbus. The 108-acre, full-service Delaware Campus welcomed its first students in 2010. Additionally, Columbus State offers classes at nine convenient regional learning centers throughout Central Ohio.