Part-Time Business Office Assistant

Position Summary

Under the supervision of the Director of Accounting and Finance, the employee performs all aspects of accounts payable according to standard accounting practices and procedures adopted by the College. The employee maintains records for and pays all invoices, ensuring that goods and services have been received and invoiced correctly.

Essential Duties and Responsibilities

ESSENTIAL FUNCTION: Accounts Payable. Performs accounts payable functions for goods and services provided to the College.

• Collects and organizes documents needed to process invoices and purchase orders for payment.
• Matches and verifies supporting documents with purchase orders.
• Works with vendors and campus staff in obtaining documentation, resolving invoice discrepancies, and responding to questions or concerns.
• Receives invoices from vendors; records date invoice is received through U.S. mail.
• Receives approved invoices from College departments and validates purchase orders are attached.
• Audits invoices for accuracy; analyzes invoices for complete or partial receipt of shipments; takes appropriate action for partially received orders.
• Prepares voucher payment documents to process invoices, charges, and contracts for payment.
• Prepares accounts payable checks and register on a weekly basis.
• Submits checks to the Director for approval; ensures that checks are signed.
• Ensures accounts payable checks are printed and disbursed on time.
• Ensures that invoices are paid and recorded in accordance with the standards of the National Association of College University Business Officers (NACUBO), State of Alabama Board of Education, and the Alabama Community College System as well as federal and state agencies.
• Records approved invoices according to proper account code.
• Relieves encumbered purchase orders.
• Provides advice and assistance to College personnel regarding necessary accounting procedures for purchasing and receiving goods and services.
• Provides assistance to vendors on appropriate regulations and requirements of the College accounts payable system.

• Maintains all accounts payable files.
• Establishes and maintains files on vendors with all relevant information.
• Ensures that complete and accurate records are maintained for review by Examiners of Public Accounts.
• Records information regarding vendors, businesses, and personnel who are covered by IRS 1099 regulations.
• Submits 1099 reports, annually, as required by IRS.
• Prints accounts payable reports and maintains all accounts payable files.
• Prepares analysis of payable accounts.
• Maintains files of all accounts payable vouchers in vendor number order.
• Prepares end-of-the-month reports for auditing and reconciling outstanding encumbered purchase orders; maintains history file.
• Balances end-of-the month vendor statements with payments made and outstanding charges.
• Scans accounts payable documents into document imaging software.
• Maintains and distributes vendor disclosure statements for purchases exceeding $5000.00.

• Assists Accounts Receivable in collecting tuition, fees, and other funds.
• Prepares and issues Title IV refunds in absence of Administrative Assistant.
• Updates general ledger when necessary.
• Assists in monthly closings.

• Interacts directly with employees in person, by telephone or electronically.
• Answers questions and provides necessary information to resolve issues or concerns.
• Communicates and coordinates with appropriate internal departments to resolve issues.
• Provides accurate, valid and complete information employee regarding account or payment related information.
• Handles complaints by providing appropriate solutions and alternatives if available or escalating to appropriate Director or Dean.
• Follows up to ensure resolution.

• Reports to work on time, at appropriate workstation or department during all departmental/position scheduled work days and during all departmental/position scheduled work hours.
• Understands that failure to report for work and/or reporting late without prior approval are unacceptable practices and will result in disciplinary action.
• Performs a productive full day’s work.
• Ensures that service to students and the general public is top priority.
• Demonstrates a considerate, friendly, respectful and constructive attitude toward fellow employees and students.
• Adheres to all College and System policies and procedures.
• Performs other job-related duties as assigned.

Qualifications

• Associates Degree in business, accounting, or related field is required.
• Five years of experience working in educational accounting with accounts payable is required.

Applicants must travel at their own expense for interviews that are conducted in person.

Application Procedures/Additional Information

• Completed Wallace Community College employment application.
• Current Résumé.
• Cover letter describing specifically how your experience and qualifications meet the minimum requirements.
• Employment verification letter(s) verifying a minimum of five (5) years of experience working in educational accounting with accounts payable. Letter(s) must include employment dates and job title and be on official letterhead with an authorized personnel signature. If an employment verification cannot be obtained, i.e. business is no longer in operation, an applicant may submit copies of appointment letters or contracts or pay stubs or W-2 forms to verify the minimum five (5) years experience required.
  
• Appropriate transcript identifying the applicant, institution, date degree conferred and verifying the applicant has received the minimum required associate's degree in business, accounting, or related field from an accredited institution. (A copy of the diploma will not suffice). NOTE: If employed, official transcripts will be required at that time.

APPLICATIONS MUST BE FILED ONLINE AT:
www.wallace.edu/employment

• ALL APPLICATION MATERIALS MUST BE SCANNED. It is recommended that you have digital (such as pdf) copies of your cover letter, resume, employment verification documents (if applicable), ALL required transcripts, and any other document identified in the vacancy announcement ready when you begin the on-line application process. You will be given the opportunity to upload these during the process. If you need assistance scanning documents, please contact:

• WE DO NOT ACCEPT FAXED OR E-MAILED application materials.
• When you finish the steps to apply, you will receive an on-screen notice that you have successfully applied. HOWEVER, this notice does not mean your application materials are complete in accordance with the vacancy announcement. It is the responsibility of the applicant to ensure they have submitted all necessary application materials in accordance with the vacancy announcement.
• All correspondence with applicants regarding the College's search process will be sent via e-mail.

In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. Wallace Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security.

If you have a disability and require accommodations, please notify us at (334) 556-2519.

Wallace Community College is an Equal Opportunity Employer. It is the official policy of the Alabama Community College System, including postsecondary institutions under the control of the Board of Trustees, that no person in Alabama shall, on the grounds of race, color, disability, sex, religion, creed, national origin, age, or other classification protected by Federal or State law, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment.

Wallace Community College will make reasonable accommodations for qualified disabled applicants or employees.

The College reserves the right to withdraw this job announcement at any time prior to the awarding.