What are the responsibilities and job description for the Accounts Payable Administrator position at Middlesex College?
Classification Title: Accounts Payable Administrator
Salary: $63,109.00 Annually
Department: Finance
Pay Grade: ADM3
Reports To: Manager, Accounting Services
FLSA Status: Exempt
Unit: Administrative
Opening Date: 4/7/2026
Closing Date: 4/28/2026 11:59 p.m.
GENERAL STATEMENT OF JOB
The Accounts Payable Administrator supports the increasing complexity of AP operations and strengthens internal controls, efficiency, and oversight within the function.
SPECIFIC DUTIES AND RESPONSIBILITIES
Essential Functions:
- Administers the Accounts Payable automation system, including vendor setup, workflow configuration, and user access, while leading implementation, testing, and ongoing system support, and evaluating process improvements to enhance efficiency and effectiveness of Accounts Payable operations.
- Oversees and performs reconciliation of vendor accounts and monthly statements, investigating and resolving discrepancies between vendor statements, purchase orders, receiving documentation, and internal financial records to ensure accuracy and proper recording of transactions.
- Administers and processes vendor and employee payments, including electronic payments, ACH transactions, and check disbursements, ensuring accuracy and compliance with College policies.
- Prepares and records journal entries related to accounts payable activity and ensures proper financial coding and documentation within the accounting system.
- Coordinates audit support activities, preparing documentation, transaction reports, and explanations related to Accounts Payable transactions.
- Serves as a senior operational resource and key support to the Manager of Accounting Services, assisting with workflow coordination and day-to-day oversight of Accounts Payable activities.
- Performs other duties as assigned.
MINIMUM QUALIFICATIONS
- Associate degree
- Three (3) years of accounts payable experience
- Strong computer skills with knowledge of Microsoft Office
- Strong accounting, analytical, and organizational skills, accounting skills
- Excellent written, verbal, and interpersonal skills
- Ability to interact professionally with all employees, vendors, and the public
- Advanced technical proficiency with financial systems and automation tools, including experience supporting system implementation, configuration, and process optimization
PREFERRED QUALIFICATIONS
- Bachelor's degree
- Proficiency with Word and Excel
- Knowledge of Colleague and Microsoft Office
PHYSICAL REQUIREMENTS
The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
- Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Handling: Picking, holding, or otherwise working, primarily with the whole hand
- Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
- Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
- Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
- Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
SUPPLEMENTAL INFORMATION
SCHEDULE: Monday - Friday, 8:30 a.m. to 4:30 p.m.
RETIREMENT: Pension Eligible
NJ First Act
Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.
Equal Opportunity Employer
Middlesex College is an equal opportunity employer and prohibits discrimination on the basis of race, creed, color, national origin, ancestry, age, gender, marital status, familial status, religion, affectional or sexual orientation, atypical hereditary cellular or blood trait, genetic information, liability for service in the armed forces of the United States, or disability.
Affirmative Action and Compliance Statement
Middlesex College is firmly committed to a policy of Equal Opportunity and Affirmative Action. The College will implement this policy to assure that the educational programs, activities, services, benefits and employment opportunities offered by the College are available to all persons regardless of sex, race, creed, national origin, ancestry, nationality, color, marital status, civil union or domestic partnership status, affectional or sexual orientation, gender identity, age, handicap (and/or disability), service in the armed forces, atypical hereditary cellular or blood trait, genetic information, refusal to submit to genetic tests, or refusal to make available results of genetic tests, in accordance with State and Federal laws. All employees and students are expected to accept these principles and to reflect their spirit in everyday relationships with fellow employees and students. Inquiries regarding compliance may be directed to the Affirmative Action Officer, Middlesex College, Chambers Hall, 2600 Woodbridge Avenue, Edison, New Jersey 08818-3050.
Salary : $63,109