Accounting Assistant, AP - District Office

PRIMARY FUNCTION: Supports the vendor payment functions of the college by reviewing payment documentation and entering payment information into Banner, the college payment system. Responds to questions from the district, faculty, staff, and vendors regarding a variety of issues related to assigned functions in a timely manner and with a positive attitude.

Essential Job Functions:

• Responsible for accurate verification and data entry
• Verify invoice for accuracy and completeness against open Purchase Order.
• Reviews and responds to daily emails regarding invoices and vendors, forward invoices to appropriate departments district-wide when required.
• Responsible for processing all Accounts Payable payments.
• Maintain SJC bank spreadsheet.
• Distribute payments.
• ACH, paper check, and Higher One student refunds.
• Processes and sends Positive Pay file to the bank and ACH transfers to the bank.
• Images and indexes paid invoices and supporting documents for internal document viewing.
• Reconciles vendor statements, request outstanding invoices, and resolve any discrepancies as needed.
• Documents procedures and recommends changes in procedures to improve the efficiency and effectiveness of the Accounts Payable function.
• Follows up with originating campus departments to resolve any discrepancies.
• Update and maintain Sales Tax Report spreadsheet for reimbursements for assigned letters.
• Produce and maintain monthly AP data reports.

Additional Job Functions:

• Provides customer service and support to internal/external inquiries.
• Corresponds with vendors and respond to inquiries timely.
• Participates in webinars; zoom meetings, presentations for updates and training.
• Participates in bi-weekly Accounts Payable meetings to review and determine new procedures and processes. Records minutes and posts for internal viewing.

Knowledge, Skills, and Abilities:

• Ability to demonstrate the College values.
• Knowledge of standard accounts payables policies, procedures, and regulations.
• Ability to understand and interpret vendor invoices, statements, and other requests for payment.
• Knowledge of mathematics.
• Knowledge of general accounting principles.
• Basic data entry and/or word processing skills.
• Knowledge of purchase orders and related accounts payable functions and documentation.
• Computer skills including software programs for communication, data collection and decision making including, but not limited to Microsoft Office Outlook, Word, Excel.
• Multi-tasking skills.
• Ability to work independently and as a member of a team.
• Ability to think critically by applying problem solving practices, using technology and other resources appropriately.
• Ability to communicate effectively by speaking and writing clearly, concisely, and professionally.
• Ability to work in a fast-paced environment and meet constant deadlines.
• Ability to work beyond scheduled hours when required.
• Ability to perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards with minimal supervision within the assigned time frame.
• Ability to shift quickly between several tasks without loss of continuity.
• Ability to independently identify, undertake and accomplish additional tasks.
• Ability to listen actively and demonstrate understanding.
• Ability to recognize quickly the details of new assignments or problems.
• Ability to effectively communicate with employees at all levels of organization.
• Ability to perform all essential functions of the position.

Required Education:

• High school diploma or equivalent

Preferred Education:

• Associate degree

Required Experience:

• One year of accounts payable experience

Preferred Experience:

• Two years of accounts payable experience

NOTE: The duties of this position require a physical presence at the assigned on-site work location during unrestricted operations with very limited or no opportunity for remote work arrangements.

Salary Grade: 106

Salary is based on the Board-approved salary schedule for the current fiscal year. See Salary Schedule

Requisition Number: req5177

Posting Close Date: 6/3/2024