Accounts Payable Specialist

Classification Title: Accounts Payable Specialist

Salary: $44,023.00 Annually

Department: Accounting Services

Pay Grade: CONFC

Reports To: Manager, Accounting Services

FLSA Status: Non-Exempt

Unit: Confidential

Opening Date: 2/22/2023 

Closing Date: 3/15/2023 11:59 p.m.

GENERAL STATEMENT OF JOB

The Accounts Payable Specialist will perform a variety of clerical duties and is responsible for vouching, processing payments, and reconciling financial records involving accounts payable transactions.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

1. Processes Automated Clearing House network payments and print checks containing appropriate signature(s), and coordinates timely mailing of checks.
2. Performs day-to-day processing of invoice payments, including a three-way invoice matching, data entry, data entry verification, vouching, and check processing.
3. Uses and/or maintains sensitive, confidential, and restricted Payroll and Accounting data as it pertains to employees, salaries, social security numbers, tax identification numbers, and employee benefits. This also includes confidentiality of student social security numbers and status in the generation of student account refunds, financial aids, and governmental CARES payments.
4. Monitors and reconciles all account payable issues and administers all invoices from vendors and non-vendors.
5. Fields phone calls from vendors about payments and assists the department’s questions about invoices and payments to vendors. 
6. Reconciles processed work by verifying entries and comparing system reports to balances.
7. Processes vendor payments and monitors vendor discount opportunities, verifying federal identification numbers and scheduling and preparing checks, resolving purchase orders, contracts, invoices, or payment discrepancies and documentation.
8. Notifies administrative staff of any problems and/or inconsistencies found.
9. Prepares monthly 60-days-past-due invoices reports, as well as budget and journal entries as needed/required. 
10. Monitors outstanding vendor checks throughout the year and assists in preparing the College annual escheat and IRS 1099 Form.
11. Assists the College during audits.
12. Maintains proper storage of documents by organizing, logging, scanning, and filing. 
13. Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Associate degree;
• Three (3) years’ experience with accounts payable processing;
• Excellent organization skills;
• Ability to work well independently and as part of a team;
• Ability to multi-task and see projects through to completion; and
• Strong Microsoft Office skills, with advanced knowledge of and experience with Excel data extractions and Word.

PREFERRED QUALIFICATIONS

• Bachelor’s degree;
• Experience in a higher education environment;
• Knowledge of financial system such as Colleague; and
• Excellent written, verbal, and interpersonal skills with an ability to multitask.

PHYSICAL REQUIREMENTS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required: 

• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Hearing 2: Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Visual Acuity 3: Visual Acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.

SUPPLEMENTAL INFORMATION

SCHEDULE:                            Monday – Friday 8:30 a.m. to 4:30 p.m. 

                                                (Generally, with occasional shift work)

                                                Work hours require flexibility               

RETIREMENT:        Pension Eligible

NJ First Act

Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.        

Equal Opportunity Employer

Middlesex College is an equal opportunity employer and prohibits discrimination on the basis of race, creed, color, national origin, ancestry, age, gender, marital status, familial status, religion, affectional or sexual orientation, atypical hereditary cellular or blood trait, genetic information, liability for service in the armed forces of the United States, or disability.

Affirmative Action and Compliance Statement

Middlesex College is firmly committed to a policy of Equal Opportunity and Affirmative Action. The College will implement this policy to assure that the educational programs, activities, services, benefits and employment opportunities offered by the College are available to all persons regardless of sex, race, creed, national origin, ancestry, nationality, color, marital status, civil union or domestic partnership status, affectional or sexual orientation, gender identity, age, handicap (and/or disability), service in the armed forces, atypical hereditary cellular or blood trait, genetic information, refusal to submit to genetic tests, or refusal to make available results of genetic tests, in accordance with State and Federal laws. All employees and students are expected to accept these principles and to reflect their spirit in everyday relationships with fellow employees and students. Inquiries regarding compliance may be directed to the Affirmative Action Officer, Middlesex College, Chambers Hall, 2600 Woodbridge Avenue, Edison, New Jersey 08818-3050.