COLLIN COUNTY COMMUNITY COLLEGE DISTRICT

JOB DESCRIPTION

TITLE: Accounts Payable Assistant II

DIVISION: Administrative Services

DEPARTMENT: Business Services

SECURITY SENSITIVE: Yes

JOB TITLE CODE: 0259

FLSA STATUS: Non-exempt

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FUNCTION: Ensure all district vendors, employees, and students are paid

accurately and in a timely manner by preparing, processing, and reconciling payment requests after verification or required documentation and approvals.

REPORTS TO: Accounts Payable Supervisor

SUPERVISES: Student Assistants, Temporary Staff

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MAJOR RESPONSIBILITIES

Essential Job Functions:

1) Process vendor invoices for payment accurately and within state guidelines. Procedures include matching vendor invoices with approved purchase orders and receiving documentation and preparing a check request for approval.

2) Input general ledger entries to include journal entries, bookstore daily sales, cash receipts, cash adjustments, third party billings and any other source documents.

3) Input purchase order encumbrances/change orders to FRS and reconcile all purchase orders on a monthly basis to the open commitment report. Follow through on vendor statements by contacting vendors for outstanding invoices or to resolve any discrepancies.

4) Review all daily system reports on e-print to verify accuracy of input and batch feed posting to general ledger. Assist with resolving any input errors, rejects or suspense items distributing these items to the appropriate person to resolve.

5) Prepare and maintain spreadsheets for reconciliation of prepaids, tuition reimbursement, excellence funds, utility use, checks processed and other spreadsheets required.

6) Maintain integrity of the AP filing systems for checks with required backup, G/L entry documentation, batch feed postings, printer control logs, W-9 forms, check run reports and other filing as required.

7) Confer with the originating and receiving departments on the status of receiving documentation for items purchased and invoiced. Maintain invoice payment deadlines per State guidelines by assisting with resolution of any questions or problems with payment.

8) Review professional and local travel, athletic and student field trips for proper documentation and accuracy of expenditures and process for payment contacting staff for further information or documentation as necessary. Prepare prepayments of registration and/or airfare for travel as requested.

9) Maintain line printer along with distributing of reports. Process all AP, Bookstore, SIS and Payroll check runs on laser check printer and maintain printer use and backup along with all security functions.

10) Prepare and input all forms of check requests contacting departments if further information is required. Input all voids, stop pays and manual checks as requested. Process checks for distribution to vendors and staff by mailing or forwarding to various campuses.

11) Assist Purchasing, the Accountants and Auditors with questions on purchase orders, checks processed, travel documentation, G/L input, SIS feeds, G/L uploads, outstanding checks, and other procedures as needed.

12) Assist with all month-end and year-end processes, including month-end close, accruals/rollovers, disbursement reports to the Board, preparation of 1099’s for vendors, or other deadlines as needed.

Marginal Job Functions:

Pickup, deliver, open, date-stamp and distribute all mail for the Business office.

Serve as back-up for the Accounts Payable Supervisor.

Knowledge, Skills and Abilities:

Knowledge of bookkeeping/accounting principles.

Knowledge of modern office practices, procedures, and management principles.

Knowledge of microcomputers and basic/advanced word processing (MSWord) software and data manipulation (Excel) applications.

Ability to work in a fast-paced environment and meet constant deadlines.

Ability to work beyond scheduled hours when required.

Detailed-oriented with skills in proofreading materials and data entry to ensure accuracy.

Ability to use 10 key by touch.

Skill in making simple arithmetic calculations.

Ability to develop filing systems and maintain filing systems.

Ability to identify what information is needed by others for effective actions.

Skill in operating required office equipment such as: microfiche and microfilm readers, facsimile, photocopier, typewriter, etc.

Knowledge of department and college policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations.

Ability to push, pull, carry, or regularly lift objects up to approximately 20 pounds and/or occasionally lift about 30 pounds.

Ability to stoop, bend or kneel to retrieve or file reports.

Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards with minimal supervision within the assigned time frame.

Ability to organize, schedule, assign, delegate, coordinate, train, and monitor the work of student assistants.

Ability to establish and maintain effective working relationships.

Knowledge of business English with the ability to write in complete sentences using appropriate words, correct grammar, punctuation, and spelling.

Oral and written skills to convey ideas, facts, and information effectively and accurately to students, staff, faculty, and the general public.

Ability to shift quickly between several tasks without loss of continuity.

Ability to independently identify and undertake additional tasks to be accomplished.

Ability to maintain restraint and keep calm when faced with emotional or angry individuals.

Ability to demonstrate safe work habits and safe use of equipment.

Ability to act decisively when timely action is called for.

Ability to recognize quickly the details of new assignments or problems.

Ability to effectively communicate with employees at all levels of organization.

Ability to perform all the essential functions of this job.

Education and Experience:

Education: One (1) year of specialized training beyond high school, 10-key by touch., with Six hours of six hours of accounting or related desired.equivalent.

Experience: Three (3)Four (4) years of accounting related experience. Experience inprogressive accounts payable experience

including on-line data entry, using General Ledger software on mainframe, processing vendor and employee expenditure payments desired. Effective keyboarding skills and knowledge of related software including proficiency in word processing (Microsoft Office) and knowledge of spreadsheet (Lotus or Excel) application.

Detailed-oriented with the ability to work in a fast-paced environment and meet constant deadlines. Excellent communication skills and the ability to relate well to students, staff, and the general public in a courteous and professional manner.

OR

Any equivalent combination of training and experience.

Licenses/Certificates:

N/A

NOTE: This job description is not an employment agreement or contract. The President and/or designee has the exclusive right to alter this job description at any time without notice.

Employees of CCCCD are expected, as required in their specific job functions, to participate in maintaining standards required for accreditation; to participate in college task forces, activities, meetings, committees and councils; to interact and work cooperatively in order to assist students, staff, faculty and the community in the accomplishment of various goals; to represent one’s self and the college in a positive, professional manner consistent with the core values which include a passion for learning, service and involvement, creativity and innovation, academic excellence, dignity and respect, and integrity; and to safeguard sensitive or confidential information from intentional or unintentional disclosure.

Employees are expected to maintain current working knowledge of policies, procedures and guidelines necessary to answer work-related questions and to provide assistance to students, staff, faculty and the general public in a timely and courteous manner. Employees are also expected to perform other duties as may be assigned by their supervisor and to contribute to the team efforts of the department and to assist the college in achieving its strategic goals.

Employees must abide by all laws, college policies and guidelines.

Collin County Community College District is an equal opportunity employer and does not discriminate on the basis of race, color, religion, age, sex, national origin, disability or veteran status.