Accounts Payable Specialist

Job Title: Accounts Payable Specialist

Department: Financial Services

Reports To: Director of Financial Services

Job Classification: Non-Exempt

Location: District Services, Marshalltown, IA

Summary: The purpose of this position is to perform Accounts payable functions for the District, including process purchase orders, ensure invoices/documentation is received for each purchase order, and ensure vendors are paid in a timely manner. Monitor and reconcile purchase card payments, and load or reduce credit balances to purchase cards. Ensure utilities and other standing items are paid timely. This position also backs up multiple Financial Services functions when others are absent.

Job Responsibilities:

• Process purchase orders and vendor invoices, ensuring required documentation is received and payments are accurate and timely. Monitor outstanding purchase orders, follow up on missing documentation or requisitions, resolve payment discrepancies, and assist with month-end and fiscal year-end AP activities.
• Administer District purchasing cards, including new card requests, card limits, monthly statement reconciliation, and missing documentation. Follow up on late submissions and missing receipts, escalate unresolved issues as appropriate, and request repayment from cardholders when required.
• Enter and monitor standing purchase orders, including District utilities and other recurring obligations, and ensure payments are processed timely.
• Process AP checks, prepare the check report for Board approval, upload positive pay files, transfer funds as needed, and distribute checks following approval.
• Monitor fixed asset purchases, maintain fixed asset records, and tag assets throughout the District. Coordinate and complete the District's fixed asset inventory and reconciliation process and prepare related journal entries, including depreciation.
• Set up and maintain vendor records and required documentation. Maintain AP records, follow District procedures and internal controls, and provide backup support for other Financial Services functions.

Education and Experience: Associate degree in Accounting, Finance, Business, or a related field required. Bachelor's degree in Accounting or Finance preferred. Minimum of one year of accounting or financial services experience required, with accounts payable experience strongly preferred.

Certifications and Licenses: Valid State Driver's License

Abilities:Requires independent decision making, ability to exercise good judgment, and critical thinking skills. May work in an environment of shifting priorities, frequent interruptions, hectic pace, and interaction with students, staff and/or the public. Working knowledge of computer software programs which may include Word, Excel, institutional mainframe computer system software, or similar programs. Excellent written communication skills including proficiency in business English, grammar, punctuation, and spelling. Ability to handle moderately to highly confidential matters and materials with discretion. Ability to work independently as well as be a collaborative team player in completing assigned tasks and meeting deadlines. Excellent customer service skills including phone and in-person reception etiquette. Proficiency with office machines including printers, copiers, etc.

Base Wage: $19.21 - $25.62 per hour - actual salary will be based on experience and education.

Benefit Information: This position offers a full benefit package including health, dental, vision, life insurance, long-term disability, retirement plan, vacation, sick and staff development opportunities.

Note: Must be legally eligible to work in the United States without employer sponsorship.

Iowa Valley Community College District does not discriminate in its programs, activities, or employment on the basis of race, color, national origin, sex, disability, age, sexual orientation, gender identity, creed, religion, actual or potential family, parental or marital status, or other protected classes. If you have questions or complaints related to compliance with this policy, please contact the District Equity Coordinator, 3702 S. Center Street, Marshalltown, IA 50158, 641-844-5523, Equity@iavalley.edu.