Senior Accounts Payable Associate

SENIOR ACCOUNTS PAYABLE ASSOCIATE 

Grade 11

Non-Bargaining Unit

FLSA Non-Exempt

BASIC FUNCTION
Coordinates confidential accounts payable functions for the Vermont State College System and ensure timeliness, accuracy, and efficiency in processing. Manages and performs check request processes, reviews payment transactions for accuracy and compliance with policy, oversees payment card processes, and reviews transactions for waste and fraud. Engages in day-to-day confidential work for the Chief Financial Officer and General Counsel at the direction of the Director of Business Operations and has knowledge of and access to information relating to collective bargaining, personnel administration, and budgetary matters.

CHARACTERISTIC DUTIES & RESPONSIBILITIES

• Uses accounts payable technology and process improvement activities to increase unit efficiency and effectiveness.
• Manages, coordinates, and monitors daily accounts payable operations including the management of confidential payment records such as payment on settlement agreements, legal contracts, payments to employment agencies, and other highly confidential or proprietary activities.
• Actively participates in the development of, and modification to, accounts payable systems, procedures and policies; ensures accuracy and compliance with State and Federal Law.
• Monitors all payable activities regularly through the VSC computerized accounting system. Ensures adherence to established accounting procedures and System policy.
• Reviews major or unusual transactions or reports. Resolves issues on a daily basis; communicates and tracks progress on issues.
• Supports colleagues with completion of critical activities including training, troubleshooting problems, and coaching on System policies.
• Prepares invoices for payment. Enters data, proofs, sets-up and processes checks.
• Responsibility for all aspects of vendor management – W9’s, vendor maintenance, international vendor requirements, 1099s. Handles all confidential bills and vendor interface as directed.
• Prepares and encumbers purchase orders, researches and responds to problems with statements and other related matters.
• Performs duties of purchase card administrator for the Vermont State College system, including reconciliation of monthly expense logs, issuing new cards, training new cardholders and other administrative p-card functions.
• Thoroughly reviews p-card and payment transactions for fraud and abuse.
• Plans and conducts training for VSC staff in the use of the computerized accounting system and the system procurement policies and procedures related to expenditures processed through accounts payable.
• Performs end of month and year activities, including: voiding stale dated checks, preparing manual checks, establishing proper payables cut-off/accruals, as well as preparing and researching information for a variety of tax and other required functions.
• Regularly access, process, and maintain confidential information which is not available to the public.
• Open all incoming mail to the system office including confidential management records.
• Coordinate and evaluate systems/activities/policies, exchange information, investigate and resolve problems, explain policies and procedures.
• Deal regularly with a variety of inside and outside organizations on matters pertaining to accounts payable, including vendors, banks, VSC, State of Vermont office, and the like.
• Participates in meetings and confers with supervisor, other business office staff, and other VSC personnel as needed.
• Other duties as assigned.

SUPERVISION RECEIVED
Direct supervision is received from the Director of Business Operations with indirect supervision received from the Systems Controller.

MINIMUM QUALIFICATIONS
Associate degree in accounting or other appropriate discipline plus at least three years of relevant experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

Prior accounts payable experience preferred. Prior experience working in a higher education setting preferred.

KNOWLEDGE, SKILLS, & ABILITIES

• Broad base of knowledge and skills related to maintaining moderately complex manual and computerized record systems, including applied knowledge of accounts payable software or systems/
• Relevant technical knowledge of accounting and bookkeeping principles and methods;
• Good administrative, organizational and communication skills.
• Ability to deal effectively with internal and external personnel.
• An understanding of and ability to maintain confidential information.
• Strong communication skills.
• Strong problem-solving and time management skills.
• Proven record of accountability, attention to details and follow-through.
• Ability to think analytically regarding system process and design.
• Ability to deal effectively with faculty, administrators, and staff, and various outside organizations and agencies, in enforcing key accounts payable policies and procedures.
• Demonstrated ability to support a diverse community and promote diverse populations, cultures, and an inclusive environment.

LOCATION
This position will primarily be based in the VSCS’ Montpelier office. Partial remote work from home possible.

Typically, this position is scheduled for 37.5 hours weekly. The budgeted wage for this position is $25.00 - $26.00 per hour.

Physical Requirements: Duties performed cause slight fatigue of eyes, fingers, or other faculties as a result of repetitive motion and/or long periods of standing or sitting. Duties require little physical effort in work with light to moderate (up to 25lbs) easy-to-handle materials. Duties will occasionally require the climbing of ladders.

Working Conditions: Job is performed in a general office or comparable working area with many and frequent distractions such as noise and interruptions. Work schedule may vary during high volume periods. 

This general outline illustrates the type of work which characterizes the job classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification. 

VSCS values individual differences that can be engaged in the service of learning. Diverse experiences from people of varied backgrounds inform and enrich our community. VSCS welcomes all qualified applications, including those from historically marginalized and underrepresented populations. VSCS is an equal opportunity employer, in compliance with ADA requirements, and will make reasonable accommodations for the known disability of an otherwise qualified applicant. Please contact Human Resources for assistance with accommodations at CCVHR@ccv.edu. 

All new full-time employees and certain part-time employees will be subject to a criminal background check. Any offer of employment is contingent upon the satisfactory results of this check. 

Application Instructions:
In order to be considered, please submit a complete application package which includes a cover letter, resume/CV, employment application and contact information for three professional references at: www.vsc.edu/employee-resources/job-postings.