ACCOUNTING CLERK-PAYABLES/FUNDS/PAYROLL

ACCOUNTING DEPARTMENT

ILLINOIS VALLEY COMMUNITY COLLEGE

Reports to: Controller

  1. POSITION SUMMARY:Under the general supervision of the Controller and according to the Accounting Department and/or College procedures and Board policy the Accounting Clerk-Payables/Funds/Payroll performs a variety of functions within the Accounting Department to assist in achieving stringent accounting controls and outstanding department accuracy.
  1. ESSENTIAL DUTIES AND RESPONSIBILITIES:
  1. Perform accounts payable functions for the College including matching purchase orders with packing slips and invoices. Enter invoices into the Colleague system. Run fund totals and balance with each batch.
  2. Print and disperse accounts payable checks.
  3. Handle inquiries concerning purchase orders and invoices.
  4. Prepare and disburse 1099-m forms to vendors. Enter approved A/R adjustments and refunds.
  5. Perform fund cash functions for the College including counting and depositing all receipted monies. Verify cash receipts and prepare bank deposits. Verify student account receipts and prepare bank deposits.
  6. Assist the Payroll Benefits Coordinator with verification of timesheets for the biweekly payroll. Assist with verification of new and terminated employee checklists. Assist with periodic audit of earnings, deductions, and various reports to ensure accuracy and completeness of files.
  7. Participate in cross training for other duties as directed by the Controller.
  8. Prepare accounts payable reports for the Board packet.
  9. Help maintain an accurate chart of accounts in the general ledger. Add new general ledger departments and object codes when requested. Activate account numbers as deemed necessary. Assist in the maintenance of the Colleague general ledger system by completing various monthly journal entries including bookstore, copy center and IL Funds journal entries. Complete student activity balance sheet and budget journal entry. Complete other entries necessary for month-end, quarter-end, and fiscal year end.
  10. Prepare invoices for the TDT, grant, foundation and student group billings.
  1. OTHER DUTIES & RESPONSIBILITIES:
  1. Generate various reports as needed by administration and auditors.
  2. Maintain an accurate and current procedure manual for the position.
  3. Other various duties upon request.
  1. QUALIFICATIONS:

Required:

  • Associates degreeor an equivalent combination of education/experience
  • Ability to multi-task in a fast paced environment and handle large cash transactions
  • Strong organizational skills, attention to detail, and ability to problem solve
  • Excellent oral and written communication skills
  • Experience with Microsoft Office, including Excel and Access

Preferred:

  • Accounts payable and bookkeeping experience preferred
  • Knowledge of fund accounting preferred

Revised April 2016 Page 1 of 2