Accounts Payable Assistant

Accounts Payable Assistant

Primary Function:

Responsible for the accurate preparation and payment of all invoices, expense reports, and check requests.

Administrative Responsibilities:

• Order office supplies for the Business Office.
• Coordinate storage of documentation within accounts payable area.
• Track bookstore charges.
• Maintain utility allocation percentages and updates as needed.
• Assist with receipting students payments and other Business Office payments.

Supervisory Responsibilities:

N/A

Financial Responsibilities:

• Process ACH and check payments to vendors and employees of the College. This process includes preparing documents for payment and review for proper approval, obtaining authorization when needed, and matching invoices to purchase orders and delivery notifications. Forward processed checks and files to the proper personnel for final approvals/signatures prior to distribution.
• Maintain file and backup documentation.
• Process annuity checks/ACH for annuitants on the appropriate schedule per annuitant.
• Track utility hook\-ups/transfers for College rental property.
• Communicate with department heads about problems with payment of invoices or delivery problems of goods ordered.
• Trouble shoot issues with College vendors.
• Reconcile accounts payable trial balance to the general ledger.
• Assist students and employees with entering requisitions online.
• Perform purchase order maintenance with regards to standing purchase orders and outstanding purchase orders.
• Maintain vendor database which includes assigning vendor numbers to new vendors, updating address or name changes to the database, and obtaining W\-9’s when needed.
• Annually purge file for old vendors no longer being used.
• Prepare and issue 1099’s to vendors and sends data to the Internal Revenue Service. Obtain W\-9 information from vendors and provides sales tax exemption status to vendors.
• Maintain Fixed Assets acquisition and disposal, including but not limited to, monthly entries, running and recording depreciation, preparation of fixed asset and depreciation audit documents.

Other Responsibilities:

• Provide customer service with individuals entering Business Office.
• Promote a positive image of Hanover College and represent the College in accordance with the College’s mission, principles, and strategic plan.
• Support the College’s welcoming environment.
• Perform/complete other projects and tasks assigned by the Business Office Manager or the Vice President for Finance.

Qualifications:

Education, Certifications, Training, Experience

• High school diploma or GED required
• Some college and training in Business or Accounting preferred
• Accounts Payable experience preferred

Skills, Competencies, Abilities

• Excellent verbal and written communication skills
• Strong organizational skills with attention to detail and accuracy
• Strong computer skills; proficient in Microsoft Office products and tools
• Ability to multi\-task
• Good analytical skills
• Flexible with ability to meet deadlines
• Commitment to team participation and success

Physical Requirements/Work Environment:

• Able to sit and stand for extended periods
• Walking to/from buildings, across campus, etc.
• Climbing of stairs
• Able to work in a fast\-paced and time sensitive environment
• May require some evening and weekend work as well as overnight and/or out\-of\-town travel
• Be able to lift up to 20 pounds
• May be eligible for occasional remote work subject to supervisor approval