Accounting Assistant - Purchasing

Craven Community College•New Bern, NC

3d•Onsite

About The Position

Under general supervision, the Accounting Assistant – Purchasing, in conjunction with the Purchasing and Fixed Assets Coordinator and Contracts Coordinator, ensures compliance of state and College procurement regulations. This position is responsible for purchase order processing, vendor management, preparation of bid specifications, procurement card audit and reconciliation, and oversight of college vehicle use. This requires completion of clerical financial duties related to the processing, preparation and maintenance of financial, accounting and statistical records; receiving, reviewing, verifying and processing a wide range of financial and accounting-related documents; preparing and maintaining financial reports and records; and performing related work as assigned.

Requirements

High school diploma or equivalent.
Two (2) years' full-time experience in a related field.
Knowledge Policies, rules, regulations and procedures concerning procurement and fixed assets
Knowledge Methods and procedures of report preparation, record keeping and auditing
Knowledge Methods, techniques and practices of clerical and computerized report preparation, record keeping and filing systems, and auditing
Knowledge Basic accounting and bookkeeping terminology and practices
Skills Proficient Microsoft Office applications including Excel and Word, and operation of standard office equipment, including, 10-key calculator
Understand and apply specific instructions and procedures, current guidelines, system updates and revisions, and policy changes
Proficient recording, compiling, summarizing and analyzing data; recording multiple transactions daily with strong attention to detail and accuracy; detecting problems and reporting information to appropriate personnel
Abilities Handle confidential information with absolute discretion
Abilities Communicate information and ideas effectively, verbally and in writing, so others will understand
Abilities Actively listening; giving full attention to what others are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Abilities Develop specific goals and plans to prioritize, organize, and accomplish work duties and responsibilities, under limited supervision, following standardized practices and/or methods
Abilities Establish and maintain effective work relationships with internal and external College stakeholders
Abilities Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforce, including those with different levels of academic preparation and varying physical and learning abilities, and socioeconomic level

Nice To Haves

Associate's degree in business administration, accounting, or business management from a regionally accredited institution of higher learning.

Responsibilities

Processes purchase requisitions through the E-Procurement system or paper requisitions into the college enterprise resource planning system (ERP)
Interprets, explains and enforces state and college rules, regulations, policies and procedures regarding procurement of goods and services
Counsels purchasers that violate rules and regulations and refer them to the Purchasing and Fixed Assets Coordinator and/or Executive Director of Financial Services when necessary
Collects and maintains new vendor information forms
Maintains vendor records in the college ERP
Prepares bid specifications and submittals
Performs the monthly procurement card (p-card) reconciliation process to include sending monthly statement of charges to cardholders with due dates, audit of p-card logs to ensure all charges and credits are reflected accurately, and submit for approval and timely payment
Processes requests to utilize college vehicles, maintains files related to vehicle use, and ensures appropriate forms are submitted to record mileage charges to appropriate departments
Notifies Human Resources to initiate motor vehicle report on driver(s) of college vehicles
Verifies vehicle is returned with a full tank of gas and notifies facilities staff if vehicle maintenance is required
Administers gas card for traveler usage and reconciles to monthly statement
Provides assistance with conducting and certifying the college’s physical equipment inventory
Provides procurement related training
Provides information and assistance to internal and external customers through email, walk-in and telephone
Researches information and gathers documents as requested to support Financial Services staff and auditors
Assists with fixed asset processes including posting additions and deletions on a monthly basis, performing the monthly reconciliation, and performing year end processes such as capitalization and depreciation
Cross trains to provide backup for other accounting assistant functions, such as cash handling, keying travel reimbursements, etc.
Participates in appropriate committees and task forces as assigned
Performs other job-related duties and projects as assigned in support of the College’s mission, core values and goals