Accounts Payable (Account Clerk Senior)

Accounts Payable (Account Clerk Senior)

This position 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 payable processing, local accounts payable processing, and SWIFT day-end balancing. Under general supervision and following procedural controls, the position performs a combination of accounting and administrative support duties. These duties involve specialized knowledge of financial records and coding, inputting and accessing information accurately and in a timely manner. Additionally, this position serves as the main bookstore and cashiering / point-of-sale contact within the Red Wing campus bookstore.

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 spending categories, 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. 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 and Workday 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. These duties would be performed within the Red Wing campus bookstore as the primary bookstore and point-of-sale contact on that campus.

Complete check printing process. Generate check payments and transfers for treasury transactions, as well as 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. 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.

Perform the recording of assets into Workday. Complete the Workday fixed asset tasks to reconcile assets. Perform yearly inventory. Prepare reports, distribute reports to appropriate departments and enter changes into the equipment module.

Perform other duties as assigned, including committees or special projects work and participate in ongoing professional development, to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Minimum Qualifications

• Knowledge of generally accepted accounting principles (GAAP) and practices sufficient to analyze, interpret, and prepare financial information, records and reports; locate errors; and recommend solutions to procedural and other fiscal problems.
• Knowledge of math, accounting practices, and bookkeeping sufficient to independently maintain complete and accurate records.
• Knowledge of standard computer software programs for word processing, spreadsheets and databases to enter, compile, store and retrieve data.
• Knowledge of cash handling to collect payments, count money, make change for customers and work with large volumes of cash and other sensitive financial information (e.g., credit card numbers) with minimal supervision.
• Skills in customer service sufficient to identify each customer's needs, meet quality standards for services, evaluate customer satisfaction, make independent judgments regarding the method used to satisfy service and information requests from customers, and effectively communicate and elicit information with tact and diplomacy in difficult situations.

Preferred Qualification

Work Shift - 7 : 30am-4 : 00pm or 8 : 00am-4 : 30pm

Salary Range : $22.23 - $30.09 / hourly

About Minnesota State College Southeast is an open-access, public, not-for-profit comprehensive technical and community college. Our campuses are located in the historic river towns of Red Wing and Winona, set sixty miles apart along the Mississippi. The two campuses have distinctive characteristics but are one college in structure, policies, procedures, and mission. Both campuses offer small class sizes, state-of-the-art facilities, and an environment that is friendly and supportive.

Benefits Information : At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work / life balance seriously.