Administrative Support Spec

*At least two-year associate degree in Accounting or Business or a high school diploma supplemented by post-secondary accounting courses.

*Previous experience in an office environment with Accounts Payable processing, accounting, or bookkeeping duties is required. Orientation to details, exercise of good judgment, initiative in expediting payments, good organizational skills, manual dexterity, computer literacy, and good interpersonal skills. Experience in communicating with vendors, the University's departments and students.

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Incumbent in this position is primarily responsible for the accurate and timely processing of vendor and employee payments within the constraints of internal and external accounting policies. This includes the matching of all documentation to process invoices and when required, conduct the necessary research to resolve concerns raised by vendors or the University community.

The University Accounting Office is organized as a unit of the Division of Business and Finance with direct reporting responsibilities to the Assistant Vice Chancellor for Business and Finance/Comptroller. The University Accounting Office has the functional responsibilities for the following operations:

- General Accounting and State fund reporting
- Procurement Card Administration
- Endowment and Gift Accounting
- Capital Improvement Accounting
- Accounts Payable & University Travel Office
- Scholarship Accounting
- Tax Compliance and Reporting

The mission of the Accounting Office, is to provide an effective and efficient financial reporting and cash management/disbursement operation within the Comptroller's Office, which supports the instructional and research mission of the University.

Applies a basic understanding of accounts payable processes, detail-orientation, judgement, and initiative to expediting payments. Acquires and applies knowledge of the University chart of accounts and University/State budget policies and procedures. Instructions, guides and references required in performing duties are obtained primarily from use of written materials (i.e. Policies & Procedures Manuals and software user guides), and authorized changes in procedures. Knows the NCDOR requirements for 4% withholdings and examines documents to make a determination as to whether a payment should be subject to withholdings. Maintains a procedure manual of accounts payable as a guide for backup assistance and updates as new procedures are added. Flexibility in learning new office procedures is expected.

The incumbent will have an assigned section of vendors, allocated by the alphabetical system. The incumbent will process the assigned section of purchase orders and direct pay for payment in a timely manner and in compliance with University and State rules and regulations, and ascertain that invoices are properly authorized and accurately reflected in the accounting records. The position is responsible for scanning and indexing of documents and reviewing accounts and reports. Obtains the necessary documentation from the vendors, including proof of delivery, and interacts with University Central Receiving Department and/or other University departments to confirm receipt of goods. Reviews all statements (from assigned vendors) that are received in the Accounts Payable office. Review invoices for accuracy and completeness through the accounts payable cycle. Organizes printed and electronic information (scanning, indexing, etc.) Conducts routine peer audits on expense payments and provide back up when needed. Enters invoices into the system, reviews supporting documentation, and performs audits for accuracy and validity. Matches and confirms information contained in the three documents (invoices, receiving reports, departmental requests) physically and within the Banner Finance System. Frequently backorders are processed, overages are computed, documented, interpreted and summarized in writing for justification and submitted for approval to pay. Annually, this position is required to provide for ultimate inclusion in the financial statements of the University all outstanding payables for accrual at year end. This information is obtained from reviewing outstanding invoices in Banner and A/P files. Spreadsheets (Excel), work papers, memos, and letters are necessary instruments in communicating both externally and internally.

Position provides exceptional customer service and exhibits good communication skills when interacting with vendors and employees in responding to inquiries regarding invoices and/or payments. Interacts with interdepartmental personnel and outside agencies in a manner that is most effective - by telephone, e-mail messaging or written correspondence. At all times, Accounts Payable personnel are expected to maintain both a professional composure and a friendly, service-oriented attitude. Quality customer service will be provided to all needing assistance relating to resolving irregularities between vendors, departments and accounting records. Staff members will maintain an aggressive proactive approach insuring payment policies and terms are met. Discretion must be exercised in disclosing sensitive information involving payments, payees' account information and departmental budgets. Information obtained by communication with departments and vendors must be accurately documented and retained in procurement records. It is therefore necessary for employee to be able to understand, describe and clearly document series of events. The incumbent should keep an open line of communication between vendors, other A/P clerks, and the accounts payable supervisor. Works closely with the Purchasing department to ensure the accuracy of invoices and resolve discrepancies. Teamwork is crucial as A/P clerks serve as back up for each other when someone has to be out of the office.

This function must be able to work with a great deal of independence requiring little supervision especially from a technical perspective. Job requires initiative in researching and reasoning in problem solving which may result in consulting with management. Audits invoices and payments to ensure that documentation is sufficient for payment, investigates and research issues and resolves them effectively. Exercises logic and basic skills in problem solving. Audits procurement documents and expedites payments within appropriate accounting policies and procedures. Researches and interprets information gleaned from the Banner Finance System, web focus reports, files and available on-line screens. Extensive research is imperative in obtaining information from current documentation or from accounting archives, which could result in a refund from overpayment. Resolves discrepancies or completeness of supporting documentation which may involve communication with vendors, or campus colleagues before processing and if necessary, makes correcting entries. Must investigate and determine the amount of any overage, why an overage has occured, what created the overage, and whether an extraordinary expense is allowable on a specific order?

Frequent use of computer software to create and utilize spreadsheets and word processing documents is required. Must utilize Banner Finance, AggieMart, and enterprise email systems. Expedites payment to vendors and employees timely and accurately using the Banner Finance system. Enters direct pay invoices (such as travel reimbursements, travel advances, registrations and hotel accommodations). Flags 1099 reportable items in the financial system in accordance with federal, state and local laws, regulations and policies governing accounts payable.

Although not a required functional competency, this is a critical competency for this position.
Documents must be scrutinized thoroughly for sufficient information. Intense scrutiny is also needed to key in figures and information accurately and also to adhere to the terms of the payment.

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more: