Accounts Payable Office Specialist - Part-Time

Accounts Payable Office Specialist - Part-Time

The Office Specialist, Accounts Payable ensures that materials and services requested by authorized personnel of the College are paid promptly, correctly, and in compliance with the ICCB Fiscal Management Manual.

Hours per week: 25

Pay rate: $18.40 per hour

• Process vendor invoices against purchase orders; research and reconcile any differences in information.
• Process vouchers and prepare checks for mailing.
• Process request for payments, ensuring proper supporting documentation is attached with approval; approve the request for payment in the system and complete checks for mailing.
• Process Visa credit card requests for pay, ensuring proper supporting documentation is attached with approval; verify all documentation is entered into the system and that visa payable and clearing accounts balance at the end of the month.
• Examine account numbers of purchase orders and vouchers to ensure compliance with the Illinois Fiscal Management Manual and DACC Chart of Accounts.
• Analyze budget transactions and direct attention to budget supervisors regarding accounts payable policies and procedures.
• Reconcile vendor statements, checks, and other detailed information and notify the vendor of any discrepancies.
• Monitor the check register and ensure all check numbers are accounted for.
• Monitor purchase orders and investigate aging outstanding purchase orders.
• Reconcile encumbrances to general ledger; periodically reconcile and balance encumbrances and payables to ledger.
• Prepare and process the monthly Illinois sales tax return online by the due date.
• Maintain a neat, efficient, and orderly filing system of all documents.
• Prepare necessary ongoing internal and year‑end external audit schedules.
• Reconcile and monitor pre‑travel advances to travel receipts and notify supervisor of any outstanding advances in a timely manner.
• Prepare the monthly CDC Food Reimbursement report online to ISBE.
• Prepare the annual CDC site and sponsor application for food reimbursement online.
• Monthly interdepartmental journal entries – allocate expenses and revenue between departments.
• Review VCW vouchers in the AP systems and print the VCW checks.
• Upload every check run to the bank for the purposes of Positive Pay, a fraud detection system; check each Positive Pay "exception" to decide whether the check should be paid or pulled.
• Cover the cashier position when needed.
• Send child support payments via online to the State Disbursements Office.
• Run checks for student refunds and student stipends.
• Request and monitor W9s from vendors.
• Report any new independent contracts to the State of Illinois monthly.
• Maintain a monthly utilities spreadsheet.
• Maintain bond activity.
• Sort and distribute mail.
• Assume other duties and responsibilities as assigned.

• Associate degree in Accounting or Business related field.
• Demonstrated competencies in Excel.
• Two or more years of Accounts Payable experience.
• Ability to utilize mainframe software system.
• Excellent organizational, oral, and written skills.
• Ability to analyze and direct attention to accounts payable policies and procedures.

• Five years of Accounts Payable experience.