Accounts Payable

All Job Postings will close at 12:01 a.m. CT on the specified Closing Date (if designated).

Working Title:

Accounts Payable

Institution:

Minnesota State College Southeast

Classification Title:

Account Clerk Senior

Bargaining Unit / Union:

206: AFSCME - Clerical and Office

City:

Red Wing

FLSA:

Non Job Exempt

Full Time / Part Time:

Full time

Employment Condition:

Classified - Unlimited

Salary Range:

$21.90 - $31.21

Job Description

This positon aids the Business Office in reporting correct expenses in a timely manner and provide accurate data for the institution, system and state to make financial decisions.  This position is the point of contact related to college-wide state treasury accounts and local accounts payable processing and SWIFT day end balancing. Under general supervision/procedural control, performs a combination of accounting and administrative support duties involving specialized knowledge of financial records and coding, inputting and accessing information accurately and in a timely manner.

Provide accounts payable processing:  Prepare invoices for payment, verify documentation is complete and includes required approvals/authorizations, determine if the payment is partial or final and ensure the correct vendor is being paid using the correct remittance address.  Review invoices verifying mathematical and pricing accuracy.  Verify occurrence dates, the accuracy of cost centers and object codes and applicable discounts are taken.   Take appropriate precaution to avoid duplicate payments. Reconcile payments to state reports.  Ensure payments are accurately gathered and maintained and correspondence and reports are completed accurately and in a timely manner.  Reconcile payments to state reports.   Monitor accounts payable email and mail received and determine proper procedure. Address discrepancies and communicate with vendors to ensure college account remains current and credits are received and taken.  Responsible for the reconciliation of vendor statements and other miscellaneous accounts payable functions.  Monitor the State Wide Accounting System (SWIFT) on a daily bases to check for rejected payments.   Correct rejected payments so payments will post successfully.    Follow up with tracking payments made but not received by the vendor.   Provide accounts payable samples to auditors as requested during college audits.

Perform cashiering, daily reconciliation to ensure receipts are applied to correct account(s) and safeguarded consistent with federal, state, and agency regulation, policies and procedures and with good accounting practices; deposits are safeguarded and reconciled with ISRS reports; reconciliations are completed accurately, in a timely manner and discrepancies are identified and resolved; cash over or shorts are kept to a minimum; required reports are maintained according to record retention requirements and easily accessed.   Accepts deposits and payments (e.g., student tuition, company billings, cosmetology, auto body, auto mechanics) made by cash, check, or credit card.

Complete check printing process.  Generate check payments for treasury (imprest) transactions, payments for auxiliary accounts, student payroll and financial aid disbursements.  Verify accuracy of checks and ensure payments meet state/federal regulations and are released via the appropriate distribution method in the required timelines.  Upload check confirmation file to the transaction monitor system within the college’s commercial online banking.   Review status of check (cashed or uncashed) and check/warrant number and complete proper forms to have warrant reissued.  Submit non-financial aid uncashed checks/warrants to the Department of Commerce and forward to financial aid office uncashed financial aid checks for proper return of funds.

Responsible for the management of the college purchasing card and fuel card programs.   Processing of all approved college purchasing cards.   Review purchasing card application form to ensure it is completed with required signatures and card limit amounts are entered.   Set up new card holder in the credit card online system and enter merchant codes allowed and spending limits.  When card is received conduct an orientation session with card holder so they are informed on proper use of the card and the preparation of the monthly purchasing card log if purchases are made with the card and documentation that is required to be kept.    

Resolve purchasing card declines and missing or lost cards.  Suspend or close cards as necessary.  Investigate suspected fraudulent activity and work with credit card company to resolve.  Collect monthly purchasing card statem