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Position Detail - Accounts Payable Specialist

Accounts Payable Specialist

Apply now Job no: 493498
Work type: Staff Full-time, Staff Full-Time (Hybrid)
Location: South Hadley, MA, Hybrid - South Hadley, MA
Categories: Business/ Accounting/Finance

Position Type: Staff Full-Time (Hybrid)

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday 8:00 am to 4:30 pm 

Department Summary & Job Purpose:

The Controller’s Office is responsible for accounts payable, accounts receivable (non-student), cashiering, general accounting, purchasing, purchasing cards, trusts and estates, gift and grant accounting, and tax and financial reporting.

 

Core Job Duties and Responsibilities: 

  • Responsibilities include handling accounts payable invoices, check requests, and payment requests.
  • Establishing and maintaining relationships with members of the community and new and existing vendors.
  • Ensuring bills and payments are timely and accurate while adhering to the departmental procedures and the College policies for expenditures.
  • Review and approve accounting codes used for all expenditures processed within the accounts payable (AP) function.
  • Handle and record all payments in accordance with tax guidelines for accurate 1099 reporting.
  • Required to upload large batches of payable information using Microsoft (MS) add-ins and AP interfaces from various departments on campus.
  • Monthly and project work required including assisting with 1099 and Abandoned Property reporting. Assist students with account setup in Payees Choice.
  • Review and run queries for different data sets including missing OnBase vouchers.
  • Cross Train and backup accounting specialist and gift accounting positions.
  • Reconcile various accounts including travel advances, petty cash, and various balance sheet accounts.
  • Reconcile bank accounts monthly.
  • Reconcile vendor accounts/statements on a timely continuous basis.

Qualifications: 

• Associate's degree and 5 years of finance office experience. The Controller’s Office is responsible for the recordkeeping of all financial transactions.

Preferred Qualifications:

License/Certifications:

Compliance Requirements: 

Physical Demands: 

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately.
• Sufficient clarity of speech required includes those which permit the employee to discern verbal instructions and communicate effectively in person and by telephone
• Employee speaks with others by telephone, e-mail, or in person on a daily basis.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Employee operates office equipment and computers to perform essential duties and responsibilities.

Working Conditions: 

• The employee is not substantially exposed to adverse environmental conditions (such as in a typical office or administrative work).  

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae
  3. Contact information for 3 professional references

Mount Holyoke College is a women’s college that is gender diverse. The College is committed to providing equal access and opportunity in employment and education to all employees and students. In compliance with state and federal law, Mount Holyoke College does not discriminate on the basis of race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status under federal, state or local law. The College does not discriminate on the basis of gender in the recruitment and admission of students to its graduate program.

Mount Holyoke College is an Equal Opportunity Employer. 

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