Accounts Payable & Office Assistant

Position Title:

Accounts Payable & Office Assistant

Job Description:

POSITION TITLE: ACCOUNTS PAYABLE & OFFICE ASSISTANT
STATUS: Full time
DEPARTMENT: Financial Services
DIVISION: Finance and Administrative Servicest
CLASSIFICATION: Non-exempt
UNION: Technical Office Support Staff Council
REPORTS TO: Assistant Controller
PLACEMENT: CLER - 8
MINIMUM PAY RATE: $21.76/hr

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The student population at the college is diverse in ethnicity, gender, language, age and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.

POSITION SUMMARY

The Accounts Payable & Office Assistant assists the Accounts Payable staff in performing a variety of duties related to Accounts Payable. This includes processing documentation for payment, ensuring Accounts Payable activity is properly reflected in the general ledger, assisting with vendor maintenance, processing payments to outside vendors, preparing monthly bill listings for Board of Trustee approval, and complying with all College policies and procedures related to accounts payable. In addition, this position provides effective and efficient customer service assistance to students, faculty, and college personnel, maintains scanning operations and provides support to the Financial Services department.

ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Process payment requests in the form of supplier invoice payments, manual checks, travel requests and payments against purchase orders and blanket purchase orders. Payment request processing will include review of account classifications, verification that appropriate approvals have been obtained, and verification that department budget lines are not being overspent. Payment requests should be processed in a timely manner as to meet deadlines set by management.
2. Process electronic payments (e-checks) and print/mail paper checks per the established schedule. Encourage vendors to participate in the e-check process. Add and maintain vendor ACH information including processing bank prenotes and correcting failed prenotes. Voiding or reissuing checks as needed. Maintain filing for easy document retrieval.
3. Produce reports as needed and prepare accurate monthly bill lists to be included and approved at monthly Board of Trustees meetings.
4. Communicate with vendors, faculty, students, and employees as necessary to resolve issues or answer inquiries. Explain policies and procedures as necessary to individuals involved in the Accounts Payable process.
5. Assist the Purchasing department in the maintenance of vendor files as it pertains to the Accounts Payable function.
6. Assist with annual audit as needed.
7. Maintain vendor submitted W-9 files and code 1099 recipients in accordance with IRS guidelines. Prepare and submit 1099 forms at calendar year end.
8. Assist the department with document management, including document retrieval from storage and achieves.
9. Receive and direct visitors, handle phone calls, take and relay messages, schedule meetings, provide requested information, and distribute mail.
10. Manage appointment scheduling, coordinate travel arrangements, organize accommodations, maintain calendars and attendance records, and assist with the planning and organization of various department activities, events and programs.
11. Work collaboratively with other departments and/or vendors. Cross-train to perform other identified responsibilities within the financial services department.
12. Perform related duties as assigned.

MINIMUM QUALIFICATIONS
1. High School diploma or equivalent, plus some additional specialized training.
2. Knowledge of Purchasing, Accounts Payable, and general Accounting/Bookkeeping office routines and procedures.
3. Extensive personal computer skills and a thorough knowledge of Microsoft Office Suite.
4. Attentiveness to detail, excellent organizational skills, initiative, ability to demonstrate math aptitude, and the ability to perform multiple tasks simultaneously.
5. Ability to work effectively under minimal supervision and with a diverse population. Individual should be courteous, dependable, and personable with effective verbal and written communication skills.
6. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
7. Demonstrated commitment to the college’s core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.

PREFERRED QUALIFICATIONS
1. Associates degree.
2. One (1) year of related experience.
3. Experience with Workday software.
4. English and Spanish verbal and written communication proficiency
5. Demonstrated multicultural competence.

PHYSICAL DEMANDS

Normal office physical demands.

WORKING CONDITIONS

Duties are performed indoors in the usual office environment.

Full Time/Part Time:

Full time

Union (If Applicable):

TOSSC

Scheduled Hours:

40
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