General Statement

Responsible for preparing accounts payable payments by receiving, verifying and processing College Invoices. Liaison with all college departments to assist with accounts payable process and questions. Responsible for specific reconciliations and assisting with varied reporting related to accounts payable.

Supervision Received

Reports to the Comptroller

Supervision Exercised

Supervises part-time clerical staff or work study student as needed.

Duties and Responsibilities

• Manage day-to-day processing of Accounts Payable invoices.
• Manage Accounts Payable email inbox for electronic invoices, approvals, and correspondence.
• Review Accounts Payable invoices for supporting documentation, including purchase order matching and fixed asset tagging in compliance with College and State guidelines.
• Verify expenditures and confirm receiving records are complete, obtain departmental approvals and confirm fund sources in the preparation of invoice payments.
• Record invoices and supporting documents into College's ERP System with accuracy and attention to detail.
• Work with Purchasing in confirming purchase orders, ACH information, W-9s, and vendor address/remit updates necessary for invoice processing.
• Research and resolve invoice discrepancies and unpaid prior balances by communicating with departments, purchasing, and vendors.
• Respond to vendor and departmental inquiries.
• Verify vendor account balances by reconciling monthly statements.
• Process weekly check runs including vendor payments, student refunds, and uploading positive pay and ACH files.
• Prepare general, adjusting, and correcting journal entries.
• Prepare invoice uploads and credit card charge uploads into College's ERP system.
• Review and assess current processing practices for efficiencies. Suggest strategies for more efficient operations.
• Maintain prepaid schedules throughout the fiscal year.
• Reconcile receipts for PCard activity; communicate with departments and employees regarding necessary documentation and other reconciliation detail requirements.
• Reconciliation of assigned accounts for utility usage to respond to state reporting requirements.
• Assist in preparing for year-end accounts payable close and provide documentation for audit.
• Assist and advise staff and vendors to ensure compliance with established Accounts Payable policies and procedures.
• Work actively with other areas of the college to ensure a spirit of college-wide collaboration, collegiality, civility, and teamwork. Respect the function of dissent in an academic institution while advancing a collegial atmosphere of campus collaboration.
• Embrace the ideals of diversity and inclusiveness and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.
• Perform other duties as assigned.

Minimum Qualifications

Applicants must have at least (A) one year of full-time, or equivalent part-time, professional experience in accounting or auditing, or (B) two years of full-time, or equivalent part-time, paraprofessional experience in accounting or auditing, or (C) any equivalent combination of the required (A) experience and the substitutions below.

Substitutions

• Proficient with data entry and records management.
• Strong computer knowledge and working knowledge of Word, Excel and Outlook.
• Ability to work in a fast-paced environment and adjust to changes in deadlines and/or priorities.
• Ability to set priorities and work independently to complete assigned tasks.
• Ability to exercise sound judgment.
• Excellent oral and written communication skills.

Preferred Qualifications

• Proficient in Microsoft 365 Excel and Outlook Applications
• Higher Education Experience
• Experience with ERP Accounting Systems

Quinsigamond Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, gender, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.

Quinsigamond Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Diversity, inclusion, and equity are core values at Quinsigamond Community College. We are passionate about building and sustaining an inclusive, respectful, and equitable environment for all students, staff, and faculty. Every member on our college campus enriches our diversity. We support inclusion and are dedicated to ensuring equity in access to opportunities.

Quinsigamond Community College is an equal opportunity/affirmative action employer. Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.

Successful applicants will be required to complete a Criminal Offender Record Information (CORI/SORI) request.