Accounts Payable Specialist

SUMMARY

The Accounts Payable Specialist supports Valley College's business operations by performing a broad range of accounting and administrative functions, including accounts payable processing, invoice review and coding, vendor account management, payment processing, financial record maintenance, reconciliation activities, and general Business Office support. The position is responsible for ensuring the accurate, timely, and compliant processing of financial transactions, maintaining complete and organized financial records, and utilizing Peachtree accounting software to support accounts payable and related accounting functions.

Duties are performed in a corporate environment requiring integrity, attention to detail, discretion, and timely completion of assigned responsibilities. The Accounts Payable Specialist works closely with Business Office colleagues, campus personnel, vendors, collection agencies, and banking representatives to obtain information, resolve discrepancies, and coordinate financial processes. The position requires proficiency in Microsoft Office applications, experience with accounting software and ERP systems, and the ability to follow established policies, procedures, schedules, and deadlines. The position requires the highest ethical standards in handling confidential employee and student information, effective time management, prompt follow-up on action items, and the ability to maintain productive working relationships that support the efficient operation of the Business Office.

RESPONSIBILITIES & DUTIES

Accounts Payable Processing

• Process accounts payable and perform all activities related to the accounts payable function.
• Review invoices received electronically and by mail to verify accuracy and confirm they have not been previously paid.
• Obtain and verify all required invoice approvals and supporting documentation, including purchase orders and confirmation of receipt of goods or services, as applicable.
• Assign appropriate general ledger codes to invoices, including recurring invoices, and enter invoices into the accounting system.
• Enter invoices into Peachtree.
• Ensure invoices are properly approved, coded, entered into the accounting system, and saved to the designated accounting drive.
• Prepare and provide daily folders containing coded invoices for final approval.

Vendor Relations and Account Coordination

• Communicate with vendors as needed to resolve invoice discrepancies, obtain missing documentation, clarify payment terms, and address account questions.
• Review monthly vendor statements to ensure all invoices and outstanding balances have been addressed and investigate discrepancies as necessary.
• Verify that all invoices reflected on monthly vendor statements have been processed and addressed.

Reconciliation and Verification

• Reconcile background checks, drug screening, rabies, and other student-related invoices against tracking spreadsheets and CampusNet records.

Records Management and Documentation

• Maintain organized records of invoices, payment confirmations, and other supporting documentation.
• Organize accounting records, file payment confirmations, and maintain accurate and complete financial documentation.

Professional Development

• Develop a professional development (self-development and professional growth) plan.
• Provide support documentation that demonstrates the professional development plan has been executed.
• Attend departmental meetings and participate in professional development and compliance training activities.

Other duties as assigned.

JOB SPECIFICATIONS

Competencies

• Professional Communication.
• Detail-Oriented and Organized.
• Critical Thinking and Problem Solving.
• Ethical Conduct.
• Confidentiality and Discretion.
• Independent and Collaborative Work.
• Emotional Intelligence.

Supervisory Responsibility

This position has no direct supervisory responsibilities. The Accounts Payable Specialist collaborates with Business Office and Student Finance Department team members to support student success and departmental operations.

Work Environment & Physical Requirements

This position operates within a professional higher education environment, which may include office, classroom, laboratory, clinical, remote, and other work settings as required by the position. The role involves regular interaction and engagement with members of the College community. Employees routinely use computers, real-time communication systems, and other tools, technology, and equipment necessary to perform the responsibilities of the position. The employee must be able to:

• Remain stationary or move about the work environment for extended periods while performing job duties.
• Maintain sufficient visual acuity to read, review, and prepare documents.
• Perform physical tasks associated with the responsibilities of the position, which may include moving, positioning, lifting and carrying, reaching, bending, stooping, or handling materials and equipment.

Travel

Certain institutional assignments require the employee to travel and perform duties at locations other than the employee's primary work location. Such travel is considered an essential function of this position.

Position Type/Expected Hours of Work

This is a full-time, non-exempt, hourly position. This is an on-site position. The position is scheduled for 40 hours per week. Standard business hours are Monday, Tuesday, Wednesday and Thursdays, 8:00 a.m. to 5 p.m. and Friday 8:00 a.m. to 3:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Requirements: Education, Licensing, Prior Work Experience & Other

• Education: Preferred Baccalaureate degree in accounting.
• Licensure: No requirements.

• Prior Work Experience: Preferred: 5 or more years of related work experience in administrative accounting.

• An acceptable background check and credit rating is required.
• Valley College does require an acceptable background check and credit rating.

Supervisory Control

Direct Report: Vice President of Business Affairs

May receive collaborative direction from administrative management to support institutional goals.

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. They may change, or new ones may be assigned at any time with or without notice.