Job Description
The following duties, responsibilities, Knowledge, Skills and Abilities (KSA's), and physical requirements are intended to describe the general nature and level of work being performed. The information listed below is not intended to be construed as a complete listing of all duties, responsibilities, KSA's, and physical requirements required of this position since changes to the position may occur at any time or additional requirements that may be added over the course of time. Summary Provides mail support services and processes daily mail and packages from various carriers on a timely basis. Reviews and processes payment of purchase orders, invoices, statements, vouchers, student refunds, employee travel reimbursements, and/or other check requests, as appropriate. The incumbent will reconcile and audit invoices, payables to ensure the proper accounting procedures are followed.
MINIMUM EDUCATION AND EXPERIENCE: High School Diploma/High School Equivalency and four (4) years of full-time work experience.
Must have and maintain a valid Texas driver's license.
PREFERED QUALIFICATIONS: Knowledge of Datatel/Colleague software.
Knowledge of mailroom equipment and systems.
The incumbent:
- Receives, picks up, logs, sorts and delivers all incoming external and internal campus mail as instructed.
- Receives Purchase Orders (PO's) within the College's Enterprise Resource Planning (ERP) software system.
- Apply postage as applicable and sends outgoing mail and packages daily to intended recipients.
- Ensures mail machine supplies are adequate and stocked and postage meter is operational and funded.
- Opens incoming mail daily and logs into computer all accounts payable items. Distributes mail as instructed.
- Generates statistical summary reports from computer logs as instructed by supervisor.
- Receives requests from customers about accounts payable items and documents this information from customers to appropriate logs.
- Verifies amounts on original invoices received against purchase orders or check requests amounts for billing accuracy. Ensure accurate documentation is in order before issuing payment.
- Performs calculations to determine appropriate payment amounts.
- Creates a log using Excel software of scheduled or routine payments.
- Contacts vendors and makes documented modifications as necessary to information received as needed or instructed.
- Accurately codes, verifies, and electronically enters accounts payable data into the College's software system.
- Follows up on outstanding account statements, sales tax issues and other discrepancies regarding payment of accounts; will serve as liaison between departments and vendors with the intent of resolving payment issues or other payments issued as required or requested.
- Reviews requested payments for completeness and compliance with financial policies, procedures, and contractual requirements. Reports all out of compliance issues found to supervisor.
- Issues, verifies and post payment checks, electronic payments, and ACH payments to appropriate vendors and/or agencies utilizing the College's software system.
- Reviews requested travel documentation for completeness and compliance with financial policies, procedures, and contractual requirements.
- Prints physical accounts payable checks and mails them in a timely manner as instructed by the supervisor.
- Performs filing of hard copy or electronic documents into files or electronic storage. This may require the incumbent to scan accounts payable documentation to archives as instructed by the supervisor for storage of permanent records.
- Follows retention schedule based on local, state and federal law.
- Searches for and investigates information contained in files, completed vouchers, keep files current, and supply information from file data or remove files upon request or as instructed.
- Collects and enters vendor information as requested into the College's software system and assist with issuing Internal Revenue Service (IRS) Form 1099.
- Enters new or updates vendor names and data as instructed, request IRS Form W-9 from vendors, and files and maintain IRS Form W-9.
- Under the guidance of the supervisor, assists in creating and maintaining a procedure manual of accounts payable tasks which will be used as a guide for backup assistance if such assistance becomes necessary.
- Performs job-related duties as assigned.
SOCIAL CONSTRUCTS REQUIRED OF POSITION: - Display empathy and positive regard for others in written, verbal, and non-verbal communications.
- Work with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
- Be friendly and collegial with co-workers, faculty, students, staff, and visitors to the campus.
- Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
- Maintain proficiency as needed and approved by attending training, reading job-related materials, and meeting with others in area of responsibility.
- Dress appropriately for a workplace with frequent customer service interaction and community outreach.
- Meet all required standards
About Temple College
Temple College is a comprehensive community college offering an array of educational opportunities. Founded 1926, Temple College has enjoyed an excellent academic reputation for over 90 years, and is nationally recognized for excellence in its programs from the visual and performing arts to competitive athletics, and has become one of the premiere institutions in the state for education and training of health care providers. The faculty and staff are committed to providing exceptional quality instruction.
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Job Tags
Permanent employment, Full time, Work experience placement, Local area,