Office Associate jobs in Rutland, VT

Grade 10

VSC-UP PAT Bargaining Unit                                                                 FLSA:  Non-Exempt

BASIC FUNCTION

Fulfill and coordinate accounts payable functions for the Vermont State College System – includes the Chancellor’s office, Shared Services, CCV and Vermont State University.

 CHARACTERISTIC DUTIES & RESPONSIBILITIES

• Coordinate, and monitor daily accounts payable operations. 
• Monitor all payable activities regularly through the VSC computerized accounting system. Ensure adherence to established accounting procedures.
• Review major or unusual transactions or reports. Deal with a variety of problems that arise on a daily basis.
• Prepare invoices for payment. Enter data, proof, and set up and process checks.
• Responsibility for all aspects of vendor management – W9’s, vendor maintenance, international vendor requirements, 1099s.
• Prepare and encumber purchase orders, research and respond to problems with statements and other related matters.
• Perform duties of purchase card administrator for the Vermont State College system, including reconciliation of monthly expense logs, issuing new cards, training new cardholders and other administrative p-card functions.
• Plan and conduct training programs for VSC staff in the use of the computerized accounting system and the system procurement policies and procedures related to expenditures processed through accounts payable.
• Perform end of month and year activities, including: voiding stale dated checks, preparing manual checks, establishing proper payables cut-off/accruals, as well as, preparing and researching information for a variety of tax and other required functions.
• Participate in College or team meetings with regard to accounts payable policies and procedures.
• Confer regularly with supervisor, other business office staff, and other VSC sites. Coordinate and evaluate systems/activities/policies, exchange information, investigate and resolve problems, explain policies and procedures.
• Deal regularly with a variety of inside and outside organizations on matters pertaining to accounts payable, including vendors, banks, VSC, State of Vermont office, and the like.

SUPERVISION RECEIVED

Direct supervision is received from the Director of Business Operations with indirect supervision received from the Systems Controller.

 MINIMUM QUALIFICATIONS

 Associate or Bachelor degree in accounting or other appropriate discipline plus two to four years of relevant experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of knowledge and skills related to maintaining moderately complex manual and computerized record systems.
• Relevant technical knowledge of accounting and bookkeeping principles and methods; prior accounts payable experience desirable.
• Good administrative, organizational and communication skills.
• Ability to deal effectively with internal and external personnel.

Location:  this position is based in Montpelier, Vermont with hybrid remote work 3-4 days per week feasible.

Work Hours: M-F business hours (7.5 hour days; 37.5 hour work week).  

VSC values individual differences that can be engaged in the service of learning.  Diverse experiences from people of varied backgrounds inform and enrich our community.  VSC strongly encourages applications from historically marginalized and underrepresented populations.  VSC is an equal opportunity employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant.  Please contact Sarah Potter for assistance with accommodations at Sarah.Potter@vsc.edu

This general outline illustrates the type of work, which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications.