Part-Time Business Office Assistant

Job Overview

Under the supervision of the Director of Accounting and Finance, the employee performs all aspects of accounts payable according to standard accounting practices and procedures adopted by the College.

SALARY: $22.00 per hour, not to exceed 19 hours per week.

Part‑time positions are posted based on possible availability of a future assignment which may be sporadic. Available positions are contingent upon enrollment and instructional needs of the College. This position will be based initially at the Wallace Campus in Dothan.

• Collect and organize documents needed to process invoices and purchase orders for payment.
• Match and verify supporting documents with purchase orders.
• Work with vendors and campus staff in obtaining documentation, resolving invoice discrepancies, and responding to questions or concerns.
• Receive invoices from vendors and record date received through U.S. mail.
• Receive approved invoices from College departments and validate attached purchase orders.
• Audit invoices for accuracy; analyze invoices for complete or partial receipt of shipments; take appropriate action for partially received orders.
• Prepare voucher payment documents to process invoices, charges, and contracts for payment.
• Prepare accounts payable checks and register on a weekly basis.
• Submit checks to the Director for approval; ensure checks are signed.
• Ensure accounts payable checks are printed and disbursed on time.
• Ensure invoices are paid and recorded in accordance with NACUBO, the State of Alabama Board of Education, the Alabama Community College System, federal and state agencies.
• Record approved invoices according to proper account code.
• Relieve encumbered purchase orders.
• Provide advice and assistance to College personnel regarding necessary accounting procedures for purchasing and receiving goods and services.
• Provide assistance to vendors on appropriate regulations and requirements of the College accounts payable system.

• Maintain all accounts payable files.
• Establish and maintain files on vendors with all relevant information.
• Ensure that complete and accurate records are maintained for review by Examiners of Public Accounts.
• Record information regarding vendors, businesses, and personnel covered by IRS 1099 regulations.
• Submit 1099 reports annually as required by IRS.
• Print accounts payable reports and maintain all accounts payable files.
• Prepare analysis of payable accounts.
• Maintain files of all accounts payable vouchers in vendor number order.
• Prepare end‑of‑the‑month reports for auditing and reconciling outstanding encumbered purchase orders; maintain history file.
• Balance end‑of‑month vendor statements with payments made and outstanding charges.
• Scan accounts payable documents into document imaging software.
• Maintain and distribute vendor disclosure statements for purchases exceeding $5,000.00.

• Assist Accounts Receivable in collecting tuition, fees, and other funds.
• Prepare and issue Title IV refunds in absence of Administrative Assistant.
• Update general ledger when necessary.
• Assist in monthly closings.

• Interact directly with employees in person, by telephone, or electronically.
• Answer questions and provide necessary information to resolve issues or concerns.
• Communicate and coordinate with appropriate internal departments to resolve issues.
• Provide accurate, valid and complete information to employees regarding account or payment related information.
• Handle complaints by providing appropriate solutions and alternatives if available or escalating to appropriate Director or Dean.
• Follow up to ensure resolution.

• Report to work on time, at appropriate workstation or department during all scheduled work days and hours.
• Understand that failure to report for work or reporting late without prior approval is unacceptable and may result in disciplinary action.
• Perform a productive full day’s work.
• Ensure service to students and the general public is a top priority.
• Demonstrate a considerate, friendly, respectful and constructive attitude toward fellow employees and students.
• Adhere to all College and System policies and procedures.
• Perform…