Part-Time Accounts Payable Specialist (54321)

Randolph College is seeking a detail‑oriented Part‑Time Accounts Payable Specialist to support the Accounts Payable & Purchasing Manager in the Business Office. This role assists with processing invoices and expense reports, maintaining vendor records, preparing weekly payables, responding to vendor inquiries, and supporting reconciliation and reporting activities. The position is 25-30 hours per week, Monday–Friday, 5-6 hours per day, working on‑site during standard business hours.

This part‑time role offers the opportunity to contribute to a collaborative, mission‑driven campus environment. Candidates should have at least one to two years of accounts payable or bookkeeping experience, strong organizational skills, and proficiency with Microsoft Office. Experience with Microsoft Dynamics Great Plains or SRP Concur is a plus. For consideration, please attach a resume and cover letter. 

Part Time Accounts Payable Specialist

FLSA Classification

Non Exempt, Grant

Reports to

Accounts Payable & Purchasing Manager

Job Description 

Summary/objective

Supports the Accounts Payable & Purchasing Manager in administering the College’s accounts payable processes. Assists with invoice processing, vendor communication, documentation, reconciliations, and other routine AP functions to ensure timely, accurate, and policy‑compliant payments.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Accounts Payable Support

• Manages day-to-day fiscal agent responsibilities for the Endeavor grant, ensuring full compliance with grant requirements, adherence to reporting timelines, and accurate, timely processing of all accounts payable transactions.
• Processes invoices and expense reports from initial receipt through data entry into the AP system.
• Reviews submissions for accuracy, proper approvals, and correct budget coding in accordance with College policy.
• Assists with weekly payables batches, including invoice verification and documentation preparation.
• Supports the Manager in administering the College’s AP automation software (invoice routing, data validation, exception handling).
• Helps research outstanding invoices, credits, and vendor inquiries.
• Assists with obtaining and maintaining vendor W‑9 forms and supports year‑end 1099 preparation.
• Prepares documentation for voids, reissues, and corrections as directed.
• Provides support for emergency or on‑demand payment processing.
• Performs filing, document organization, and digital record maintenance.

Reconciliation & Reporting

• Assists with monthly reconciliation of accounts payable to the general ledger.
• Helps compile monthly AP reports and other periodic reporting needs.
• Supports review of vendor activity for unclaimed property compliance.

Purchasing & Administrative Support

• Helps maintain the purchase order log and distributes purchase orders as needed.
• Assists with research related to departmental budget inquiries and questioned charges.
• Provides administrative support for purchasing initiatives, preferred vendor programs, and cost‑saving efforts.
• Supports year‑end closing procedures (calendar and fiscal).
• Performs other duties as assigned, which may include data entry, document preparation, or general administrative tasks.

Competencies

• Basic understanding of accounting principles and accounts payable processes
• Strong attention to detail and accuracy
• Ability to work collaboratively in a team environment
• Effective communication and interpersonal skills
• Experience with computer‑based accounting systems (Microsoft Dynamics Great Plains and/or SRP Concur preferred)
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Strong organizational skills and ability to meet weekly and monthly deadlines

Supervisory responsibilities

 None

Work environment

 Office Environment

Physical demands

 Requires standing/walking/sitting for extended periods of time. May occasionally lift 10-15 lbs.

Travel required

Minimal; may include occasional training.

Required education and experience

• High school diploma
• One to two years of experience in accounts payable, bookkeeping, or related field

Preferred education and experience

• Experience with Microsoft Dynamics Great Plains and/or SAP Concur ERP systems
• Experience working in a higher education or nonprofit environment

Additional eligibility requirements

None.

Work authorization/security clearance requirements

Must be authorized to work in the United States. Pre-employment criminal and credit background checks required.

Affirmative Action/EEO statement

Randolph College is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, gender, sexual orientation, sex (including pregnancy), gender identity, gender expression, sexual orientation, national origin, age, disability, genetic information, marital status, veteran status, political beliefs, or any other classification protected by applicable law. This policy applies to all terms and conditions of employment, including but not limited to hiring, promotion, termination, placement, transfer, layoff, recall, compensation, and training.

Other duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities. Duties may change at any time with or without notice.