Loading

POSITION DESCRIPTION

Accounts Payable Coordinator - Grade 16
Business Office

SUMMARY:

Responsible for the operation of the Accounts Payable function.

RESPONSIBILITIES:

  • Coordinate the workflow in the Accounts Payable department by setting priorities and making decisions regarding invoice processing while maintaining and enforcing compliance lists institutional policies and applicable state and federal regulations.
  • Prepare and input invoices/vouchers into the system for payment in accordance with vendor payment terms. This requires maintaining the vendor file, verifying account numbers, reviewing departmental authorizations and determining 1099 miscellaneous income tax status. Also responsible for the daily reconciliation of invoices/vouchers input into the system.
  • Review and prepare checks for weekly distribution.
  • Answer inquiries, research and solve problems for both vendor and campus department personnel. Handle difficult circumstances as they arise while maintaining high level of tact and professionalism.
  • Perform various duties required of the Accounts Payable function such as initiating stop payment requests, issuing sales tax exempt certificates, processing correspondence to vendors for outstanding credits and filing paid invoices.
  • Provide accounting support by processing adjustment vouchers, allocating utility and tax expenses.
  • Maintain current and archive files for invoices and other supporting documentation.
  • Perform annual 1099 reporting activities.
  • Provides back-up for duties in the absence of the Purchasing Coordinator.
  • Assist other areas within the department as required.

QUALIFICATIONS:

The successful candidate should have at least 2 years direct experience in accounts payable or business office setting utilizing accounting systems. Strong preference will be given to candidates with Associates or other degree. Must have strong time management skills and the ability to effectively complete a high volume of invoice processing with numerous interruptions. Candidates must be able to organize and set priorities with independent judgment as well as meet deadlines and have good interpersonal skills. Strong PC and spreadsheet (Excel) software skills preferable.

OTHER INFORMATION:

This is a Grade 16, 12-month, benefits-eligible position within the Collective Bargaining Unit, with a starting hourly rate of $12.55. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year and a possible shortened workweek during the scheduled summer hours time period. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

APPLICATION INSTRUCTIONS:

Review of internal applications will begin immediately and continue until the position is filled. Interested applicants should send a cover letter, resume and the names with contact information of at least three references to:

Office of Human Resources
Hobart and William Smith Colleges
337 Pulteney Street
Geneva, NY 14456
e-mail: ferran@hws.edu
EOE

Hobart and William Smith Colleges are committed to attracting and supporting faculty and staff that fully represent the racial, ethnic, and cultural diversity of the nation and actively seek applications from under-represented groups. The Colleges do not discriminate on the basis of race, color, religion, sex, marital status, national origin, age, disability, veteran's status, sexual orientation, gender identity and expression or any other protected status.

Hobart and William Smith Colleges are a highly  selective residential liberal arts institution located in a small, diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,200, the Colleges offer 62 majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.