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Accounts Payable Service Coordinator Bookmark this Posting Print Preview | Apply for this Job

Position Details

Position Information

Position Title Accounts Payable Service Coordinator

Department Accounting Office - Operations -Group

Pay Type Non Exempt

Appointment Type (A) Continuing Full-Time

Hours Per Week 37.5

Number of weeks 52 weeks per year

other - # of weeks 52

Benefits Eligible Full Benefits

Geographical Regional

Qualifies for Relocation Reimbursement No

Work Schedule

Job Description

General Scope of Duties

The Accounts Payable Services Coordinator will organize and direct the College’s Accounts Payable process (approx. 400 vendors), including: ensuring that the College’s payment requirements are met and will maintain analysis and reports; ensure that payments are prepared per College policy and properly coded; provide routine and special reports and analyze data and ensure timely processing of all payments.

The Accounts Payable Services Coordinator will serve as College representative to Purchase Card provider, maintaining Accounts Payable records including vendor set-up forms and tax identification forms, and will set up and maintain vendor information; serve as College liason to vendors and work with campus accounts payable data entry personnel and department approvers to resolve any payment issues; expedite priority invoices for payment to ensure College’s good credit rating; and analyze administrative and operational systems and policies, procedures, and practices for improved efficiency, productivity, and customer satisfaction.

General Duties and Responsibilities

• Oversee the College’s Purchase Card (“Pcard”) program. Review Pcard transactions for compliance with College policy. Liasion with the College’s Pcard provider for the resolution of any cardholder/transaction issues. Review and recommend enhancements to PCard policies and procedures to streamline and/or improve overall processing and controls. Modify credit limits as requested. Investigate Pcard declines. Monitor Pcard use through the use of standardized reporting to streamline the auditing of users and enforce procedural compliance. Conduct Pcard audits and training sessions for new cardholders and users. Work with merchants to expand the utilization of the Pcard as a payment method. Provide routine and special reports and analyze data related to

• Work with the Director of Purchasing to fully utilize and enhance the College’s eprocurement system (purchase to pay) across campus. Support and expand payment processing related functions of the eprocurement system. Work with vendors and Director of Purchasing to on-board vendors to the eprocurement system to streamline and/or improve overall accounts payable processing and controls.

• Manage the accounts payable function for the College including process accounts payable payments (vendors, employee expense reimbursements, cash advances), overseeing data entry and processing by campus accounts payable data entry personnel and training for the College community on accounts payable policies and procedures. Review all accounts payable payments for appropriate authorization, documentation, general ledger coding, and compliance with College policy. Input approved accounts payable payments, verify accuracy of paperwork; process re-issued checks as requested. Ensure vendors are paid accurately and timely. Verify invoices for payment term compliance. Review and recommend enhancements to accounts payable policies and procedures to streamline and/or improve overall processing and controls.

• Maintain all accounts payable records. Enter approved new vendors into the Banner system. Obtain and update vendor set-up forms and tax identification forms, as required. File all payment documents (invoices, payments requests, checks). Oversee archiving of accounts payable documents. Maintain and update department authorized signers listing. Support requests for accounts payable information from staff, vendors and auditors as requested.

• Act as liaison between accounts payable, staff and faculty, College and vendors for all payments and College Pcard transactions. Resolve any issues with staff regarding appropriate authorization, documentation, general ledger coding, and compliance with College policy. Provide training as necessary. Coordinate work flow between accounts payable and other departments. Maintain good vendor relations. Analyze administrative and operational systems and policies, procedures, and practices for improved efficiency, productivity, and customer satisfaction.

• Oversee the accounts payable related tax processes. Review all payments for 1099 reporting purposes. Periodically review reports of 1099 transactions. Audit the annual 1099 filing to ensure transactions are appropriately reported in accordance with federal regulations. Assist with the 1099 filing. Coordinate distribution of state sales tax exemption certificates. Maintain state sales tax exemptions and monitor related filing deadlines. Process annual fuel excise tax filing, unclaimed property related procedures including ensuring outstanding checks are followed-up on and cancelled and/or reissued as appropriate, and entertainment tax filings.

• Assist with fixed asset capitalization. Review invoices for compliance with fixed asset capitalization policy and communicate information to the Assistant Controller-Compliance.

  Education and Skills

• Associate degree and 2 years of accounting or accounts payable/purchase card program experience, or equivalent combination of education and experience required.

• Strong written and verbal communication skills

• Strong analytical skills

• Must be detail oriented

• Well-organized, able to work under pressure

• Ability to interact well with a variety of people from all aspects of the college and community

• Knowledge of database and spreadsheet technology, including the ability to develop reports from scratch

• High integrity needed to handle confidential information

  Preferred Qualifications

  Physical Demands

  Driving Required No

  Salary Range $23.00 - $24.32

  Covid Vaccine Information

Effective June 8, Connecticut College will no longer mandate the COVID -19 vaccine or boosters. The College strongly recommends that all students and employees be vaccinated and remain updated with their COVID -19 boosters

Applicant Credentialing Thorough applicant credentialing will be conducted on the selected candidate which will include criminal records check, DMV check and depending on the position psychological exam and pre-placement physical.

Posting Detail Information

Open Date 09/23/2024

Applications accepted through

Open Until Filled Yes

Documents needed to Apply

Required Documents

• Resume

• Cover Letter

  Optional Documents

  Supplemental Questions

  Required fields are indicated with an asterisk (*).

• • What is the highest level of education attained?

• GED

• High School Diploma

• Associates Degree

• Bachelors Degree

• Masters Degree

• PHD

• • How many years of experience do you have in this type of position?

• 0-1

• 1-3

• 3-5

• 5-7

• 7+

• • Are you eligible to work in the U.S.?

• Yes

• No