Full-Time Accounting Specialist - Accounts Payable/Payroll Assistant
Starting Date: ASAP
Application Deadline: Open Until Filled
Responsible to: Director of Accounting and Finance
GENERAL DESCRIPTION:
Ensures timely processing of college liabilities. Processes payables for payment. Maintains W-9 information and processes 1099 documents. Responsible for entering payroll. Provides assistance to departments for questions relating to accounts payables and payroll. Works independently under supervision of Director of Accounting and Finance, and Payroll Manager.
EXAMPLES OF DUTIES:
Processes payables for payment from purchase orders, invoices, vouchers, and personal services contracts in a timely manner. Processes credit card statements and payroll liabilities for payments. Reviews documentation for completeness and accuracy. Insures appropriateness of documentation and signatures in accordance with administrative rules. Insures discounts are taken.
Enters payables into the Banner system. Creates and establishes vendor information including 1099 data.
Reviews requests for payment with backup documentation. Responsible for printing checks.
Attaches backup and prepares for mailing.
Ensures timely submission of documentation to support payments.
Reviews account statements from vendors and / or departments to rectify errors and/or requests information/documentation.
Reviews vendor lists
Effectively communicates with staff and vendors.
Handles confidential information and materials
Processes auditron readings and charges for the campus and maintains auditron database.
Orders and maintains supplies inventory for the Business Office.
Works cooperatively with IT personnel in identifying issues and implementing new procedures.
Maintains W-9 information for 1099 vendors, review 1099 reports for accuracy and completeness. Makes adjustments as necessary. Processes and mails 1099-s. Responds to discrepancies from vendors and the Internal Revenue Service.
Performs year-end fiscal procedures. Maintains filing system, including and annually transferring old files to archives.
Tracks unclaimed property on an ongoing basis and compiles annual report to be sent to the State.
Prepares journal entries.
Reconciles clearing accounts.
Prepares payroll, distribute payroll reports to departments
Monitor submitted payroll related documentation for accuracy and compliance with federal and state law and college policy.
Prepare and submit all payrolls after review from payroll manager.
Distribute payroll checks.
Maintain all leave accrual records.
Establish and maintain a record keeping system for retirees health insurance.
Perform various accounting requested by the staff accounted or as assigned by the Director of Accounting and Finance and Vice President for Administrative Services.
Incidental Functions:
Answers phones
Assists at Business Office counter – interactions with students and public
Assist in maintenance of a clean, health work environment.
TYPICAL PHYSICAL DEMANDS AND WORK ENVIORNMENT:
Hearing voice conversation, sitting, walking occurs in this job daily
Bending, climbing 3-step ladder, color identification, gripping hands and fingers, kneeling, lifting/carrying.
0-14 pounds, standing, standing long periods, stooping, twisting body and noisy work area occurs regularly, but not daily
Crawling, crouching, hammering, hearing alarms, lifting/carrying 15-34 pounds, walking rough terrain will occur rarely within the work year.
Using fingers to enter data on computer keyboard, 10-key calculator, and touchtone telephone daily.
KNOWLEDGE, SKILLS AND ABILITIES:
Thorough knowledge and understanding of accounting theory and procedures required.
Thorough knowledge and understanding of basic payroll principles required.
Knowledge of governmental/fund accounting preferred.
Ability to work independently required.
Ability to communicate effectively with co-workers and students required.
Ability to handle routine office procedures required.
Ability to operate basic office machines including microcomputer, 10-key by touch, switchboard, printer required.
Proficiency in utilization of spreadsheet and work processing software required.
Knowledge of computerized office system
Speak clearly, concisely and pleasantly.
Knowledge of and ability to use and understand the Internet.
QUALIFICATIONS:
Current two-year (Associate) accounting degree and 3-5 years of directly related experience required.
Demonstrated knowledge of accounting theory and proficiency in utilization of spreadsheet and word processing software required.
Experience in utilization of complex, integrated software preferred.
SALARY: $24,998/year, Full-Time 2011-12 Classified Salary Schedule, Level 21, Step 1.
FRINGE BENEFITS: Family health, dental, vision insurance, employee term life, and disability insurance provided at a minimal employee contribution. Participation in PERS after 6 months, with a 6% employee contribution.
CONTACT: Tina Sprouse, Human Resources Assistant, (541) 440-4626 voice or TDD. UCC Personnel will provide, upon request, reasonable accommodation during the application process for individuals with disabilities. AA/EEO. Please Note: No submitted materials will be returned and/or duplicated. To apply, send the completed UCC application (available below), references, and copies of transcripts from an accredited college/university.
Payroll Assistant
