Business and Finance - Accounts Payable Specialist

SSCC•Hillsboro, OH

11d

About The Position

The Accounts Payable Specialist manages the accounts payable function and provides support to the Information Technology Services Department. The role maintains positive public relations with internal and external customers, contractors, and vendors. It processes purchase orders through invoicing and disbursement, handles student refunds and payments, maintains vendor information and tax documentation, and supports financial and facilities-related administrative work. The position also assists with project tracking, procurement and construction documentation, communications, records, and general office operations. The role reports to the Assistant Treasurer/VP of Technology and Infrastructure and is classified as non-exempt.

Requirements

High school diploma or GED, with one to three years of related experience in accounting or office administration, or an appropriate combination of education, training, coursework, and experience.
Knowledge of standard office practices and procedures, basic accounting principles, Microsoft Office Suite, and basic mathematics, including percentages, fractions, and decimals.
Ability to maintain confidentiality, accurately transfer financial data and post information to financial records, pay attention to detail, work independently, organize and file documents, and apply ethical standards.
Ability to communicate effectively, demonstrate telephone etiquette, maintain positive working relationships, work constructively with others, and show respect and sensitivity for cultural differences.
Skill in data entry, typing, mathematical calculations, Microsoft Word, Excel and Outlook, Adobe, Jenzabar and other job-related software, standard office equipment, office organization, electronic report formatting, and verbal and written communication.
Successfully pass required background checks in accordance with college policies, procedures, and applicable laws.
Document identity and employment eligibility as a condition of employment in compliance with Immigration Reform and Control Act requirements.

Responsibilities

Process purchase orders through the invoice and disbursement phase.
Scan paid voucher packets and student refund check copies into the digital imaging system; maintain digital imaging files and folders.
Maintain vendor listings, collect and maintain vendor W-9s, code vendors for 1099 processing, distribute 1099s, send 1099s electronically to the Data and Research Manager, and maintain 1099 forms and envelopes.
Communicate with vendors and other departments about orders, invoices, and financial issues.
Disburse student refunds and process student payments when needed.
Enter requisitions and perform clerical and administrative duties for the maintenance department; order office supplies.
Enter monthly foundation payroll deductions and process regular monthly payments and payroll liabilities.
Deliver and distribute inter-campus mail and pick up and drop off USPS mail at the post office.
Enter monthly utility bills into an Excel sheet, access and track utility invoices and facilities credit card payments, update the utilities spreadsheet, and monitor expenses for anomalies.
Provide routine information and answer general questions; answer telephone calls, record messages, respond to inquiries, and direct calls as appropriate.
Maintain confidentiality of sensitive records and information.
Work the assigned schedule, maintain regular and punctual attendance, and work overtime as approved to meet workload demands.
Assist with monitoring project management software, creating project elements, updating projects, preparing reports, and communicating project status.
Assist with creating and editing Requests for Proposals, including posting and advertising, contacting vendors and contractors, securing quotes and bids, organizing and tracking submissions, assisting with scoring, and providing results to bidders.
Assist with Controlling Board submissions, gather documentation and signatures, and create and edit Joint Use Agreements.
Coordinate with designated business office employees to track capital expenditures and process construction pay applications.
Monitor facility work request tickets and provide statistics and information as needed.
Enter and track maintenance and facilities requisitions and submit them to vendors.
Act as liaison between the business office and the employee managing online auctions for surplus college equipment disposal.
Assist with Ohio Facilities Construction Commission and Ohio Department of Higher Education communications; obtain and edit construction templates and documents for college projects; send certified letters, receive contractor information, and file project documents.
Assist with scanning, faxing, copying, scheduling appointments and meetings, handling calls, scheduling Zoom meetings, attending meetings, and taking notes.
Assist with project requirements and scope development, information gathering, and survey development.
Research invoice and payment records as needed.
Create spreadsheets and documents to facilitate infrastructure operations.
Perform other related duties as required.