SCOPE OF WORK: Responsible for the College’s purchasing, accounts payables, account management, and inventory activities. This position reports directly to the Chief Accounting Officer at River Valley Community College.
- Oversees all payables transactions, trains others in the use of financial systems and processes.
- Establishes, reviews, and analyzes procedural instructions for processing purchases, direct pays and purchasing cards transactions. Enters all direct pay transactions. Manages the purchasing card program in compliance with established policies and procedures while maximizing the business potential of the use of the purchasing cards. Maintains internal controls of the purchasing card program. Resolves accounts payable challenges as necessary. Coordinates with the Chancellor’s Office on a day-to-day basis.
- Reviews any incomplete documents in the payables system and assists Chief Accounting Officer with corrections as needed. Prepares and processes documents for internal department transfer of expenses. Gathers statistical data to provide recommendations to the Chief Accounting Officer.
- Manages student club accounts; advises faculty, staff, and students of the proper policies and procedures.
- In absence of the Bursar, works with the CAO to ensure the continuity of bursar office activities and processes.
- Prepares, processes, and maintains all contracts.
- Manages and maintains the local petty cash account.
- Enters requisitions, invoices, and journal vouchers to Banner Finance; files and scans documents to appropriate files; secures vendor codes; and obtains W9 forms from vendors; reconciles encumbrances and outstanding expenses; orders of routine supplies; prepares travel documents and enters to Banner Finance.
- Maintains and updates the Accounts Payable records of daily operational financial transactions such as travel, inventory, contracts, maintenance and repair charges and other expenditures.
- Reviews encumbrances and committed funds, cancels orders and liquidates obligations. Maintains record of open end contracts to ensure proper purchasing and accurate available balances. Reconciles accounts.
- Receives and inspects supplies and equipment, delivers and stores them; prepares receiving reports for all items, assigns inventory control numbers, prepares an inventory sheet for asset items, and maintains and updates inventory system on current inventory scanning program. Maintains appropriate records of computer equipment and software as necessary.
- Arranges vendor services when college's equipment needs repair, replacement, or updating.
- Responsible for outgoing mail and incoming mail deliveries, postage meter balances, along with taking day's deposit to local bank.
- Ensures equipment and purchases are correctly maintained and inventories using the Vertere inventory system, including the annual physical inventory.
- Assists college departments with the preparation of CCSNH contract documents for services; entering documents into Banner Finance; understanding all purchasing rules and applying them to each service request, including specifications, quotes, and sole source letters.
- Works with College departments to obtain RFP information and with System Accounts Payable to post these RFP's.
- Maintains records and reports on all 1099 vendors.
- Complies with all college, system, state and federal rules and regulations.
- Other duties as assigned.
Education: Associate degree from a recognized college or university with a major study in accounting or business administration or completion of two years of college with a minimum of six semester hours in accounting. Each additional year of approved formal education may be substituted for one year of required work experience.
Experience: Two years’ experience in accounting or auditing work. Each additional year of approved work experience may be substituted for one year of required formal education.
License/Certification: Valid driver’s license for travel between campuses, as required.
RECOMMENDED WORK TRAITS: Some knowledge of accounting principles and methods. Knowledge of business office methods and procedures. Ability to apply and adapt established methods to varied bookkeeping transactions. Ability to perform detailed work involving written or numerical data. Ability to make accurate arithmetical calculations. Ability to prepare complete and accurate accounting reports and statements of moderate difficulty. Ability to supervise. Ability to maintain effective working relationships with fellow employees and the public. Must be willing to maintain appearance appropriate to assigned duties and responsibilities as determined by the college appointing authority.
DISCLAIMER STATEMENT: This class specification is descriptive of general duties and is not intended to list every specific function of this class title.
Posting ID: 593758994Posted: 2021-01-27