Accounts Payable Specialist

SUMMARY

Under minimal direction, performs specialized accounting work related to all phases of accounts payable processing for the College and affiliated entities, including the Jackson College Foundation and Jackson Preparatory Early College. Responsibilities include invoice processing, ACH and check payments, vendor maintenance, reconciliations, and journal entries, while ensuring accuracy, compliance with internal controls, and high-quality service to internal and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

* Understand, support, and actively demonstrate the College's Maroon and Gold Standards and agree to be evaluated accordingly.

* Process accounts payable transactions for the College and Foundation, including invoices, payment requests, vendor payments and related documentation in accordance with established approval workflows and internal control requirements.

* Prepare accounts payable processing in accordance with established processing schedules, including check printing, electronic payments, payment distribution, and related general ledger posting, ensuring accuracy, proper authorization, and compliance with established internal controls.

* Prepare monthly wire payments for Jackson Preparatory Early College and Foundation annuity obligations and post journal entries.

* Research and respond to vendor inquiries regarding invoice status, payment status, statements, account balances and related documentation.

* Communicate with students and vendors regarding returned ACH payments, provide guidance on updating banking information through Jet Stream, and ensure updated banking information is validated in accordance with established procedures and internal controls.

* Research check status and process void and reissue for  students  and vendors in accordance with College procedures.

* Coordinate the College's stale-dated check process, including research, outreach, documentation, reissue requests, returns to federal programs when applicable, and escheatment in accordance with applicable requirements.

* Maintain vendor records, including W-9 documentation and ACH enrollment information. Conduct periodic vendor reviews, including outreach to inactive vendors, and ensure updates are independently verified and documented in accordance with internal control procedures.

* Ensure compliance with internal controls related to vendor setup, payment processing, and segregation of duties, including appropriate verification of vendor changes and ACH updates.

* Assist with vendor record maintenance and reporting support related to annual 1099 processing.

* Establish, maintain, and periodically update written process documentation for the accounts payable function.

* Maintain organized electronic filing systems for processed accounts payable documents.

* Prepare routine and corrective journal entries with appropriate documentation, coding and review support.

* Reconcile accounts payable-related liability accounts and research discrepancies to support timely resolution.

* Track, review and reconcile professional development, travel, and employee expense  activity for completeness, accuracy, and compliance with College policies and budget guidelines.

* Monitor the Business Office secure mailbox and distribute items to the appropriate team member.

* Perform other duties as assigned by Business Office leadership.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

CONTACTS AND PURPOSE OF CONTACTS

Internal:
Regular contact with staff in various departments in an information sharing and service provider capacity.

External:
Frequent contact with vendors, consultants, and other external partners.

QUALIFICATIONS / EDUCATION

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIRED

Associate degree in accounting or business administration, or a related field;  three to five years of related accounting experience; or an equivalent combination of education and experience.

Experience with accounts payable, vendor records, reconciliations, general ledger activity, and/or financial transaction processing.

* Knowledge of accounting, practices, and procedures.

* Accounting computer and database systems.

* College regulations and applicable federal and state laws and regulations.

* Problem resolution methods and decision-making processes.

PREFERRED

Experience with college or public sector accounting and budgeting systems.

Experience with enterprise financial systems and electronic payment platforms (e.g., ACH processing).

Skills and Abilities:

* Ability to communicate effectively, both orally and in writing.

* Demonstrated commitment to ethical business practices, including integrity,…