Assistant- Accounting

Department: Business Office (Accounts Payable)

General Statement of Job

The Accounts Payable Accounting Assistant is responsible for, among other duties: invoice processing, research, supplier payments, reviewing billing inquiries, and disputes. Ensures timely payment of invoices to suppliers. Assists employees with accounts payable guidelines and procedures and uses judgement to analyze supplier accounts, in addition to other related duties.

Specific Duties and Responsibilities

Essential Functions:

• Responsible for timely payments by processing reconciliation of supplier along with review and clearing of monthly staff reports.

• Perform three-way matching for purchase orders, receipts, and supplier invoices, using AP automation tools and workflows in Workday to ensure efficient and accurate invoice processing.

• Reconcile vendor statements, maintaining vendor accounts, and resolve discrepancies in a timely manner.

• Payments processed include but are not limited to supplier invoicing and performs review of payment related to prepaid expenses and IRS documentation.

• Assists and participates with AA Roundups and How-To sessions as needed.

• Provides excellent customer service to South Texas College faculty and staff as well as external requesters.

• Responsible and accountable for all tasks and responsibilities assigned.

• Assists and cross trains between related positions within department and assists other Business Office departments as needed.

• Complies with South Texas College policies and department procedures.

• Performs other duties as assigned.

Required Education and Experience

• To qualify, one of the following must be met:
  • Associate's degree
  • A minimum of 60 earned college hours
• At least one (1) year of accounting experience, preferred.
• Experience in a higher education institution, preferred.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.
• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
• Familiarity with business practices and willingness to become familiar with departmental goals.
• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
• Ability to work independently as well as a team player within department and with others.
• Ability to work evenings and/or weekends as needed; willing to travel throughout the college district using own means of reliable transportation.
• Demonstrated commitment to achieving the vision and mission of South Texas College.
• Ability to read and interpret business related documents and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: all applicants are subject to a criminal background check under South Texas College policy.
• In addition, subject to a federal background check.
• Must have or qualify for a valid Texas driver's license and proof of liability insurance.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Bending the body downward and forward by bending leg and spine.
• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Applying pressure to an object with the fingers and palm.
• Perceiving the nature of sounds at normal speaking levels with or without correction.
• Ability to receive detailed information through oral communication, and to make the discrimination in sound.
• Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Ability to make rational decisions through sound logic and deductive processes.
• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Sitting and possibly standing particularly for sustained periods of time.
• Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
• Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.