Job Description

Accounting Assistant II - Accounts Payable

Position Title: Accounting Assistant II - Accounts Payable
Department: Accounting Dept
Supervisor: Accounting & Payroll Specialist

Description of Essential Functions (critical tasks):

Job Summary: Perform general bookkeeping and accounting functions in the accounting office by managing accounts payables. Accounting Assistant II performs duties which require a greater level of experience and expertise. Accounting Assistant II employees are cross-trained in other Accounting Assistant II and Accounting Assistant I functions.
  • Oversee the entering of requisitons college wide and with the Department of Corrections
  • Create and track BPO and PO activites for vendors, employees and students
  • Manage timely and accurate weekly and monthly college disbursements
  • Process month end reports, share month end reports with the President and Comptroller.
  • Upload all month end reports to the college system for viewing by the Borad of Trustees.
  • Reconciles vendor statements
  • Provides data for audit and completes audit reports.
  • Copy/scan and file all documents.
  • Prepare monthly journal entries.
  • Reconciles monthly copy center and desktop charges.
  • Process and disburse Pell grant refunds.
  • Process and disburse student loan refunds
  • Process and disburse all other types of financial aid refunds available to students.
  • Complies and maintains banking information on outside vendors.
  • Complies and maintains accurate W9 files for companies and individuals.
  • Enters accurate data in accounting records/system
  • Maintain authorized and approved vendor list for College
  • Help maintain a centralized purchasing process across campus.
  • Assist with Accounts Receivables, Financial Aid Accountant as needed
  • Other related duties as assigned.

Specific Functional Job Requirements

Education: Associates Degree Required, Bachelor's Preferred.
Experience: Accounting experience and minimum experience in an office setting, related experience in college setting preferred.
Knowledge: Accounting procedures, Business etiquette, and general office procedures.
Skills Excellent accounting, interpersonal, oral and written communication, and organizational skills; Microsoft Office XP; multi-line digital phone system; ten-key and word processing skills; determined through assessment.
Personal: Detail-oriented,self-starter who enjoys relating to a diverse population of students,staff and customers in a fast-paced work environment with multiple interruptions.Works consistently to further the colleges vision and values.Work collaboratively with immediate peers and other departmental areas to support student learning and development. Shows respect and compassion for others.Values the open exchange of ideas and exhibits innovation in daily work and special projects.
Physical: Ability to access computer screens and electronic student records in software packages currently used by the college;ability to input data;ability to lift and transport 50 pounds.Ability to operate a motorized vehicle on and off campus.
Machines and equipment used: Datatel software,PC Client Server environment,Windows platforms,Microsoft Office XP,Outlook,Internet Explorer,presentation equipment/software,facsimile machine,multi-line digital phone system,form feed/flatbed scanner and copy machine and other educational related software.

General Employment Statement

A. Length of training and Probationary Period: 90 days
B. Hours of Work Day: 8 hours
C. Group Affiliation: Paraprofessional Union Grade Level: 2
D. Condition of Employment: Contract
E. Position: N

Job Demands

Some = 1-3 hours/day Frequently = 4-6 hours/day Very Frequently = 7+ hours/day

Job Demand None Some Freq Very Freq

Physician Requirements

Physical Requirements Required

Hazards/Exposure to:

Type Required

Hazards/Exposure to:

Judgment and Reasoning Required