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Accounts Payable and Student Payroll Representative

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Position Details

Classification Information

Classification Title Accounts Payable Representative
Classification Code 135
Job Category
Min Salary
Mid Salary
Max Salary
Required Qualifications
Essential Duties

Position Information

Position Title Accounts Payable and Student Payroll Representative
Position Number 0102
Department Controller's Office
FLSA Non-Exempt
Job Type Full-time
Job Description Summary

The Accounts Payable Representative is responsible for the timely processing and payment of all invoices for the Institute, assisting with the biweekly processing and payment of all student payroll timesheets, reconciliation of travel advances, and assisting Accounting staff with various projects.

Fiscal Responsibility: Describe the type and scope of fiscal responsibility.
Minimum Education Required High school diploma or GED
Preferred Education Associate's degree, or vocational or technical school degree
Minimum Work Experience Required 1 - 3 years
Preferred Work Experience
Minimum Knowledge Required Working knowledge of concepts, practices and procedures and ability to use in varied situations.
Preferred Knowledge
Advertised Minimum Qualifications


Salary Range
Advertised Preferred Qualifications

Supervisory Details

Does this job receive work primarily from the supervisor/manager? Yes
Does this job regularly receive work assignments directly from others, in addition to the supervisor / manager? No
List those titles here
Supervisory Responsibilities: Indicate the type and scope of supervisory responsibilities of this job. Not responsible for supervising others.


Internal Resolve conflict, negotiate or collaborate on major projects., Exchange of routine, factual information and/or answering routine questions., Exchange detailed information or resolve varied problems., Access to and/or works with sensitive and/or confidential information., Develop and maintain relationships with key contacts to enhance work flow and work quality.
External Identify needs/concerns of others, determine potential solutions, resolve or redirect appropriately., Exchange of routine, factual information and/or answering routine questions., Develop and maintain relationships with key contacts to enhance work flow and work quality.

Decision Making/Problem Solving

Indicate the type of impact of the decisions typically made by this job. Decisions generally affect own job or specific functional area.
Indicate the nature of problems regularly encountered by this job. Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knowledge and skills, and general precedents and practices.

Essential Functions

These are the essential functions required of the position. The percentage of time should add up to 100.<br />*** Note that you are required to enter at least 4 entries.<br />

Essential Function

1. Process weekly accounts payable checks by reviewing and entering all invoices, purchase orders and check requests daily, photocopying checks and supporting documentation, printing and assembling checks for management’s review, distributing all checks via interoffice and outgoing mail, and maintaining all checks and supporting documentation. Process manual checks and voids as they occur.

Percentage Of Time 30
Essential Function

2. Organize all incoming mail by opening all mail received in Accounts Payable and reviewing all mail for approval for payment, proper budget coding and due dates, forwarding mail to responsible person when additional information is required, and sorting all invoices ready for processing by due date.

Percentage Of Time 20
Essential Function

5. Serve as department liaison by assisting students, faculty, staff and vendors with any questions, problems, concerns and system issues they may have by verifying data contained in our records, obtaining information on their behalf, or training them on how to properly look up and verify information on line.

Percentage Of Time 10
Essential Function

3. Request, collect, organize and track W9s for all new vendors. Review and upadate W9s for current vendors as needed. Work with department coordinator to prepare checks for weekly PaperVision processing.

Percentage Of Time 5
Essential Function

4. Reconcile travel advances by tracking all travel advance checks as they are given out, reviewing all travel expense reports and supporting documentation when they are received, and preparing journal entries to post expenditures to departmental budgets.

Percentage Of Time 5
Essential Function

6. Serve as primary back-up for student payroll processing. Collect, review and enter timesheet data in ADP PayForce. Review student payroll data entry for accuracy. Process biweekly student payroll and review mock payrolls prior to final submission. Prepare live checks and stubs for distribution. Answer student payroll related questions as needed.

Percentage Of Time 30


In this section, please click on the <strong>Add Skills Entry</strong> button to include skills such as analytical, project management, and computer/technical. <br/><br/> Include a brief description of each and check the level required (basic, intermediate, advanced.) <br/><br/> You are required to add at least four skills


Physical/Environmental Demands

Physical Activity

Please check the level of frequency that best describes the physical demands that are required for you to perform your job duties. Do not consider those parts of your job that, if you had a disability, a reasonable accommodation could be made. For example: If you were in a wheelchair, but had to occasionally move a box of paper, it would be a reasonable accommodation to have someone else move it for you. In that case, you would not consider moving the box as a required part of your job. Only select those which are applicable to the position.

Sitting Nearly Continuously
Repetitive hand motion (such as typing) Nearly Continuously
Hearing, listening Often
Talking Often
Standing Seldom
Walking Seldom
Bending Seldom
Stooping Seldom
Climbing Stairs Seldom
Climbing Ladders Not Required
Kneeling, squatting Seldom
Crouching Seldom
Crawling Not Required
Balancing Not Required
Reaching Overhead Not Required
Pulling, pushing Not Required
Shoveling Not Required
Lifting - up to 10 pounds Seldom
Lifting - up to 20 pounds Seldom
Lifting - up to 30 pounds Not Required
Lifting - up to 50 pounds Not Required
Lifting - over 50 pounds Not Required
Running Not Required
Bicycling Not Required

Work Environment

This question describes your work environment. Subject to change Office Environment: Employees are protected from weather conditions or contaminants, but not necessarily occasional temperature changes.