Business and Finance - Accounts Payable Specialist

CLASSIFICATION

TITLE:

Accounts Payable Specialist

EMPLOYMENT STATUS: Full-Time
REPORTS TO: Assistant Treasurer/VP of Technology and Infrastructure
FLSA STATUS
:
Non-exempt
DIVISION: Business Office/IT Services
CAMPUS: Central

Manages the accounts payable function and provides support to the Information Technology Services Department. Maintains positive public relations with internal and external customers, contractors, and vendors.

To perform this job successfully, an individual must perform essential duties to expected performance standards. Reasonable accommodations are made as required for persons who are disabled under the Americans With Disabilities Act.

• Maintains open communication with all employees, responds to employee questions concerns, or problems and fosters positive employee relations.
• Processes purchase orders to the invoice and disbursement phase.
  Scans paid voucher packets and student refund check copies to digital imaging system.
• Maintains vendor listings. Communicates with vendors and other departments regarding orders, invoices and other financial issues.
• Disburses student refunds.
• Enters requisitions and performs various clerical and administrative duties for the maintenance department.
• Orders office supplies.
• Maintains and monitors digital imaging file status and folders.
• Enters monthly foundation payroll deductions. Processes regular monthly payments and Payroll Liabilities.
• Delivers division’s inter-campus mail to the mail room. Picks up division’s inter campus mail and distributes to recipients. Picks up and drops off USPS mail at the post office.
• Enters monthly utility bills into Excel sheet.
• Collects and maintains vendor W9s. Codes vendors for 1099 processing. Distributes 1099’s to vendors. Sends 1099’s electronically to the Data and Research Manager.
• Maintains inventory of 1099 forms and envelopes.
• Processes student payments when needed.
• Accesses and tracks utility invoices and facilities credit card payments.
• Provides routine information and answers general questions in a pleasant manner.
• Exhibits a pleasant public manner to internal and external constituents. Carries out duties with demonstrated focus on a variety of customers.
• Answers telephone, records messages, obtains and responds to inquiries from faculty, staff and the general public or directs calls to appropriate person.
• Maintains confidentiality of confidential or sensitive records and information.
• Works assigned schedule, exhibits regular and punctual attendance and works overtime as approved to meet workload demands.
• Assists with monitoring project management software, creates project elements, monitors and updates projects, provides reports and communicates project status as needed.
• Assists with creating and editing Request for Proposals (RFPs) including posting and advertising RFP’s, contacting vendors, contractors, and securing quotes and bids.
• Assists with vendor and contractor submissions. Receives, tracks, and organizes RFP responses, assists with scoring, and providing results to bidders.
• Assists with Controlling Board submissions, gathers documentation and signatures, creating and editing Joint Use Agreements.
• Assists with coordinating with designated business office employees to track capital expenditures and process construction pay applications.
• Monitors facility work request tickets, provides stats and information as necessary.
• Enters and tracks maintenance and facilities requisitions and submits to vendors.
• Acts as the liaison between business office and employee managing online auctions order to when disposing of surplus college equipment.
• Assist with Ohio Facilities Construction Commission (OFCC) and Ohio Department of Higher Education (ODHE)…