Accounts Payable Specialist

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  • Full Time
  • Casper

Website Casper College

Your Life, Your College, Your Future.

The position of Accounts Payable Specialist is responsible for all accounts payable financial disbursements for the Casper College Office of Accounting and Financial Management.

The Accounts Payable Specialist is responsible for all accounts payable financial disbursements which also includes research, analysis, and troubleshooting to resolve complicated reconciliation issues and also serves as occasional backup for other positions within the accounting department. The purpose of the position is to review requisitions / invoices and prepare payment vouchers or determine that request should be paid via the procurement card, maintain the master vendor file; handle the resolution of account discrepancies and procedural inquiries from vendors and campus departments; assist the purchasing coordinator as accounts payable workload allows; assist with the maintenance of fixed assets, and prepare miscellaneous reports including unclaimed property and tax information all while providing excellent customer service. This position reports to the Director of Financial Services and Controller.

Essential Duties:
Reviews requisition for payment requests to ensure request is authorized and appropriate documentation is attached, or if purchase order should be issued. Determine payment methods – with p-card or by voucher / check.
Coordinates with shipping and receiving regarding completeness of purchase orders; matches invoices to complete orders, checks for contract pricing, processes for payment
Maintains purchase orders and accounts payable check files with related documentation
Responsible for expediting purchase orders
Serves as primary contract with vendors and internal customers for questions/problem resolution regarding orders and payments
Assists and trains faculty and staff regarding purchasing and accounts payable policies and procedures
Attends bid openings as requested
Assists with the maintenance of fixed asset records
Preparation and reporting of necessary federal and state reporting requirements such as tax form 1099 and tax form 1042 (Foreign Vendor) and Unclaimed Property Reports
Assists with front-line customer service for students, college staff, and the general public as necessary
Maintain accurate, up to date master vendor file; maintain and update W-9 tax information and ensure W-9 information is collected from vendors
Preparation and completion of additional general accounting and clerical duties
Reconciles outstanding purchase orders to the encumbrance control accounts; reconciles outstanding vouchers to the accounts payable control accounts.
Assists with annual physical inventory, as needed and as work load allows
Sorts mail for the Accounting and Financial Management Office, redistributes mail belonging to other departments; opens mail pertaining to accounts payable.
Maintains current knowledge of a wide variety of policies, procedures, regulations (including FERPA), current office practices, and computer/technology applications; emphasis on regulation and procedures impacting specific area of responsibility
Prepares annual music license fee reports
Maintains and orders office supply inventory for the Accounting and Financial Management Office
Research invoices to the verify that proper departments receive the billing statements
Review and reconcile vendor statements for accurate billing and outstanding invoices/credits
Create and maintain utilities usage and billing spreadsheets for the Physical Plant area
Reconcile construction in progress billings to ensure all project expenditures are accurate and properly documented
Monitor and reconcile contractor retainage accounts
May provide backup to some aspects of Procurement as needed
Provides support as needed to the Director of Financial Services/Controller; including annual audit and special projects, etc.
Any other duty as needed or assigned

Work Environment:
Typical work environment is an office setting requiring normal safety precautions. Work is usually performed during the normal work day, however, occasional early morning, late evening and weekend work may be required. Short periods of time will be spent outdoors travelling between campus buildings in various weather conditions.

Physical Demands:
Employee must be able to sit and stand for long periods of time, speak, hear, use hands and fingers to handle materials and use computers, feel, and reach with hands and arms.  Occasional lifting of up to 25 pounds may be required (office supplies, paper boxes, etc…).

Minimum Qualifications:
Associate degree or equivalent college course work in accounting, business, or a related field from an accredited educational instruction
2 years of work experience in a similar financial/business office setting or public agency

Knowledge of:

Microsoft Excel and Word
Knowledge, understanding and application of basic accounting principles and practices, purchasing principles and terminology
Knowledge, understanding and application of Casper College policies and procedures and Federal and State laws, regulations and policies pertaining to assigned work.  Includes such areas as privacy, Wyoming State Statutes regarding purchasing and certain federal tax reporting requirements
Knowledge, understanding and application of administrative computerized accounting systems
Knowledge of accounting mathematics

Ability to:

Provide excellent customer service skills
Understand and apply basic accounting principles to the maintenance of routine fiscal and accounting records
Understand and utilize college administrative software solution (Datatel Colleague) as well as software applications (Excel and MSWord0
Make arithmetic computations with speed and accuracy
Proficiently operate a 10-key calculator
Use the internet for research
Learn office policies, rules and practices
Maintain records and prepare reports
Work with confidentiality and discretion
Maintain focus and attention to detail despite interruptions
Analyze situations accurately and adopt an effective course of action
Plan, organize and prioritize work; meet schedules and time lines
Understand and follow oral and written directions
Communicate effectively, both orally and in writing
Establish and maintain effective working relationships with others even in confrontational situations

Desired Qualifications:
Bachelor’s degree or equivalent college coursework in accounting, business, or a related field
Direct experience in accounting, accounts payable or related area
Experience with Colleague or related enterprise accounting systems

To Apply:
Application, complete with 3 references
CV or Résumé
Cover letter
Copies of transcripts (official transcripts required upon employment)

Note to Candidates:
Employment is contingent upon a successful background check.
This is a full-time, benefited position.

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