Accounts Payable - Sr. Administrative Assistant

Position Overview

This position will perform accounts payable duties for St. Joseph’s University, New York and will report to the Controller.

Duties/Responsibilities include, but are not limited to:

• Review Request for Disbursement (RFD) paperwork, invoices, and other documents for accuracy
• Request forms (such as, W-9, Transfer of Funds, Addendums, and New Vendor Forms etc.) from the appropriate personnel if needed, to ensure the day-to-day operations of the Accounts Payable department runs smoothly
• Check department budgets for available funds and advise budget officers of overages
• Accurately enter information into the College’s accounting software to ensure payment to vendors/individuals and print reports to be audited by the audit team.
• Act as vendor gatekeeper for Accounts Payable and maintain W-9 files
• Reconcile vendor statements and respond to inquiries
• Act as a liaison between faculty, staff and outside vendors regarding payments
• Make necessary copies of deferrals/accruals vouchers
• File original RFD forms after payment has been issued
• Create new folders for the new fiscal year and Remove and Maintain old folders for storage from the previous fiscal year. The College keeps files for 7 years and shreds everything else.
• Locate and pull RFD's for audit purposes
• Maintain Federal Express and UPS accounts billing and allocation of charges
• Responsible for approving orders, ordering, receiving, distributing and preparing the RFDs for letterhead, office, copier and postage machine supplies
• Any other tasks as determined by the Chief Financial Officer, Controller, or Assistant Controller

Skills and Competencies

• Comfortable with technology and good knowledge of MS Office.
• Must have excellent data entry skills and good attention to detail.
• Must have excellent verbal, written, and interpersonal skills.
• Must have good organizational skills.
• Must be able to manage time and multiple projects simultaneously, set priorities, accomplish goals, and meet deadlines and adjust to changing priorities.
• Must possess a customer-service driven and team-oriented approach.
• Must be able to establish and maintain good working relationships with peers, supervisors, other college personnel.
• Knowledge of Ellucian Colleague a plus.
• Paperless/document imaging experience in accounts payable a plus.

Qualifications

• Accounting, finance or business degree preferred.
• Minimum of 2 years of Accounts Payable experience.
• Higher Education experience preferred.

Job Type: Full-time

Pay: $43,000.00 - $46,000.00 per year

Work Location: In person