Accounts Payable Specialist

SUMMARY

Under minimal direction, performs specialized accounting work related to all phases of accounts payable processing for the College and affiliated entities, including the Jackson College Foundation and Jackson Preparatory Early College. Responsibilities include invoice processing, ACH and check payments, vendor maintenance, reconciliations, and journal entries, while ensuring accuracy, compliance with internal controls, and high-quality service to internal and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Understand, support, and actively demonstrate the Colleges Maroon and Gold Standards and agree to be evaluated accordingly.
2. Process accounts payable transactions for the College and Foundation, including invoices, payment requests, vendor payments and related documentation in accordance with established approval workflows and internal control requirements.
3. Prepare accounts payable processing in accordance with established processing schedules, including check printing, electronic payments, payment distribution, and related general ledger posting, ensuring accuracy, proper authorization, and compliance with established internal controls.
4. Prepare monthly wire payments for Jackson Preparatory Early College and Foundation annuity obligations and post journal entries.
5. Research and respond to vendor inquiries regarding invoice status, payment status, statements, account balances and related documentation.
6. Communicate with students and vendors regarding returned ACH payments, provide guidance on updating banking information through JetStream, and ensure updated banking information is validated in accordance with established procedures and internal controls.
7. Research check status and process void and reissue for students and vendors in accordance with College procedures.
8. Coordinate the Colleges stale-dated check process, including research, outreach, documentation, reissue requests, returns to federal programs when applicable, and escheatment in accordance with applicable requirements.
9. Maintain vendor records, including W-9 documentation and ACH enrollment information. Conduct periodic vendor reviews, including outreach to inactive vendors, and ensure updates are independently verified and documented in accordance with internal control procedures.
10. Ensure compliance with internal controls related to vendor setup, payment processing, and segregation of duties, including appropriate verification of vendor changes and ACH updates.
11. Assist with vendor record maintenance and reporting support related to annual 1099 processing.
12. Establish, maintain, and periodically update written process documentation for the accounts payable function.
13. Maintain organized electronic filing systems for processed accounts payable documents.
14. Prepare routine and corrective journal entries with appropriate documentation, coding and review support.
15. Reconcile accounts payable-related liability accounts and research discrepancies to support timely resolution.
16. Track, review and reconcile professional development, travel, and employee expense activity for completeness, accuracy, and compliance with College policies and budget guidelines.
17. Monitor the Business Office secure mailbox and distribute items to the appropriate team member.
18. Perform other duties as assigned by Business Office leadership.

SUPERVISORY RESPONSIBILITIES

This position does not have supervisory responsibilities.

CONTACTS AND PURPOSE OF CONTACTS

Internal: Regular contact with staff in various departments in an information sharing and service provider capacity.

External: Frequent contact with vendors, consultants, and other external partners.

QUALIFICATIONS / EDUCATION

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIRED

Associate degree in accounting or business administration, or a related field; three to five years of related accounting experience; or an equivalent combination of education and experience.

Experience with accounts payable, vendor records, reconciliations, general ledger activity, and/or financial transaction processing.

• Knowledge ofaccounting, practices, and procedures.
• Accounting computer and database systems.
• College regulations and applicable federal and state laws and regulations.
• Problem resolution methods and decision-making processes.

PREFERRED

Experience with college or public sector accounting and budgeting systems.

Experience with enterprise financial systems and electronic payment platforms (e.g., ACH processing).

• Ability to communicate effectively, both orally and in writing.

• Demonstrated commitment to ethical business practices, including integrity, accountability, and adherence to internal controls and financial policies.
• General knowledge of banking.
• Ability to maintain confidentiality of financial, vendor, employee and student information.
• Demonstrated attention to detail and ability to maintain accuracy while processing high-volume financial transactions.
• Ability to manage time and meet deadlines.

• Ability to stay current on regulatory and procedural changes and recommend updates as needed.
• Proficiency in Microsoft Office applications, particularly Excel and Word, and standard business software (e.g., web browsers).
• Calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required and shall not be construed as declaring the specific duties and responsibilities. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under the supervisors direction. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

Jackson College only accepts on-line applications though this system. For assistance with this, please call ....

Please use your legal first and last names on your application. If you are hired, you will have the opportunity to identify and utilize your preferred name.

The Jackson College Nepotism policy prohibits hiring of a relative or someone with a familial relationship to work in the same instructional department, office or administrative unit of the College including spouse, child, stepchild, parent, stepparent or sibling of the employee or spouse, aunt, uncle, niece/nephew, grandparent, grandchild, and members of the same household including domestic partner.

It is important that your application show all the relevant education and experience you possess (even if you are repeating it from your resume or cover letter). For instance, do not say, "See Resume or C/V." Your resume, cover letter, and if a degree is required an unofficial transcript must be attached to your application. Applications will be rejected if incomplete.

When you apply for the position, you will get to the document upload area where you will be given an opportunity to attach your documents such as your vita, transcripts, etc.. Instructions will also be found there.

The College reserves the right to request proof of degree or certification at a later date if these documents are required as part of the qualifications for the position. Final candidates will be subject to a criminal background as part of the employment process.

If selected you will be required to complete the US Citizenship and Immigration Services, Employment Eligibility Verification form I-9 and provide documentation verifying identity and eligibility to work in the United States. Jackson College is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.

Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three (3) working days prior to the date of need.

A copy of Jackson College's Annual Security Report and Annual Fire Safety Report is available on the JC Campus Safety & Security website. The security report contains crime statistics for the previous three years for all of our campus locations and the annual fire safety report, which contains statistics for any reported fires in campus housing units and fire safety systems in these buildings. Additionally, the report contains policies, available resources and information concerning personal safety, fire safety and reporting procedures for both crimes and fires.

Applicants have rights under Federal employment laws . Jackson College is an Equal Opportunity Employer that actively supports workforce diversity.