Accounts Payable Coordinator

COLUMBIA GORGE COMMUNITY COLLEGE • The Dalles, OR

10d • $46,555

About The Position

Columbia Gorge Community College (CGCC) is an inclusive environment where the unique contributions of our diverse students, employees, and the community are honored and valued. We expect all employees to foster a climate of belonging that supports all students and employees in achieving success. The Accounts Payable coordinator is responsible to the Vice President of Administrative Services for processing accounts payable and accounting support activities such as budget and financial reporting of funds disbursed by the college. Exercises independent judgment and discretion in performing professional duties. Cross training will take place to assist with other business operations.

Requirements

• Experience promoting equity-minded and diversely represented communications and materials, experience in responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students and employees as these factors relate to the need for equity-minded practices.
• Minimum of three years experience working with computerized accounting systems performing accounting support activities or accounts payable functions required.
• Minimum of one year experience working with computer software applications, including Microsoft Word and Excel required.
• Education may be considered in lieu of work experience.’
• Associate’s degree required, bachelor’s degree strongly preferred.

Responsibilities

• Maintain vendor files. Updating addresses when needed and verifying tax ID numbers along with tax classification to determine if the vendor is 1099 eligible.
• Archives procurement process documentation (quote form, competitive bids, contracts)
• Matches invoices to purchase orders and receives documents to verify receipt of goods and services prior to processing for payment.
• Contacts vendors or buyers regarding errors in partial or duplicate shipments, prices, and substitutions.
• Prepares invoices and check requests including calculating discounts, placing account coding on the invoices and assembling appropriate back-up documentation.
• Prepares certain invoices for approval.
• Inputs invoices to the accounting finance system.
• Maintain file of outstanding credit memos for future application.
• Processes void checks as needed. Contact payee in the event of outstanding checks over 30 days.
• File and track blanket purchase orders to cover recurring invoices during the current fiscal year.
• Compares travel documentation to approved trips and travel expenses, reconciles differences and inputs to the accounting finance system.
• Produces checks through accounts payable on an established cycle or as needed.
• Records and indexes accounts payable documents and related information with the document imaging record management system or other filing systems.
• Prepares cash disbursement report, list of checks, and accounts payable report at monthly closing for financial statement preparation.
• Prepares monthly accounts payable reconciliation.
• Completes annual financial system closing process related to accounts payable.
• Maintain records and prepare data for annual IRS Form 1099 reporting.
• Assists in the annual audit by preparing files for audit, pulling designated invoice samples and account reconciliation as needed.
• Provides documentation to support contract and grant reporting.
• Provides financial and budget support to contract and grant managers.
• Program administrator of college Visa card program. Manage monthly account reconciliations. Notify cardholders of expense reports needed for reconciliation. Contact cardmember services in the event of fraud. Maintain files on each account.
• Maintain Capital Assets inventory list.
• Track capital construction monthly expenditures. Prepare and submit reports to state agencies for reimbursement of contingent expenses.
• Perform as the Accounts Payable and financial processes expert for instruction on Campus Management Finance software program.
• Inputs shipping & receiving data to electronic tracking system.
• Monitors authorization process to ensure timely approvals of purchase orders and trips.
• Prints and files approved purchase orders as needed.
• Assists College staff in the use of the finance software program.
• Reviews Purchase Orders (PO) between $5,000 - $75,000 to ensure procurement process documentation is on file before PO issuance.

Benefits

• excellent benefits including generous employer contributions to medical, dental and vision premiums, and participation in the Oregon PERS retirement system.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree