Title: Specialist, Accounts Payable

Department: Procurement Services

Number of Positions: 1

Classification: 3/Campus

Position #: 650900

Type of Appointment: Full-Time

FLSA Status: Non-Exempt

Pay Rate: $32,320 - $39,400.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.

Reference check requirements: Non-supervisory roles: three (3) current or former supervisors

Personal references (friends, co-workers, clergy, customers, relatives) are not considered acceptable references

Position Summary: To assist in the operations of the Procurement Services department. Collect and process documents required to make payments to vendors, staff, and students.

Essential Functions:

70%​ Responsible for the payment of all items purchased on a purchase order or request for payment due by Pellissippi State and the college Foundation.

• Audit and certify accuracy of all invoices, discounts, invoiced amounts versus order amounts, and detailed receiving reports then prepare payment packages.
• Match shipping and receiving Key Rec forms to departmental receiving documents and payment packages.  Verify that all Key Rec forms on control list are verified with a payment package.
• Determine payment due date and enter banner invoices to include proper IRS W-9 reporting status and purchase order completion codes.

5% Preparation of operating checks for distribution.  Attach appropriate documentation to each copy and mail.  Retrieve, sort and stamp all incoming mail on a daily basis.  Distribute to Business Services department staff daily

10% Scan and index all check, ACH, and credit card payment packages into document management system.  Scan and index journal entry documents with back up into document management system.

5% Responsible for verification, tracking and problem resolution for all pre-paid and returned merchandise items.  Identify, research and close aged items.

10% Communicate with faculty, staff and vendors to address questions or concerns regarding accounts payable issues

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Results Areas: Measurable outcomes or results that are expected from this job are to pay invoices in a timely manner.  Meet critical deadlines and following the policies and guidelines for the Tennessee Board of Regents.  Do not process payments for items not received, without the proper discounts calculated, or without a formal invoice. 

Job Requirements: 

Associates degree in a business-related field and three years office experience OR high school diploma with one year of college level courses and three years office experience required. Accounts Payable experience preferred.

Part-time work experience is calculated at 50% credit of full-time work experience.

Special Skills/Application of Knowledge:

• Excellent attention to detail & organizational skills
• Technical & analytical problem-solving skills
• Ability to prioritize task & meet deadlines
• Proficiency in operating a 10-key calculator, personal computer, scanner, and Microsoft office suite              
• Basic knowledge of accounting, mathematics and English
• Able to multi-task with frequent interruptions
• Maintain confidentiality in all aspects of position
• Ability to assume responsibility, display initiative and exercise good judgment
• Work independently
• Communicate and resolve payroll problems without assistance
• Good written and verbal skills
• Ability to engage in the College’s mission and values

Complexity & Creativity: This position requires that the employee be able to review a purchase order or an invoice and determine the accuracy of the document based on the order and payment terms.  The employee must have a clear understanding of policy and guidelines.  The employee must understand 1099 reporting requirements required by the Internal Revenue Service and process all payments using the proper classification.

Magnitude of Impact: The outcome of the action should be evident immediately as all work is reviewed and approved by the Accounts Payable Supervisor.  The Accounts Payable Supervisor will assist should a problem arise.

Responsibility for Accuracy: Data entry mistakes could result in overpayment of invoices.  System invoices are reviewed before payments are processed and mistakes should be caught then.  Over 11,000 checks/ACH payments were processed for FY22.  Quality can be verified by the accuracy of work performed.  Failure to manage returned goods and prepaid expenses will result in overpayments.  Timely follow up is required with vendors and staff to prevent improper dismissal.

Financial Impact: If not performing well, mistakes can be made resulting in overpayment of invoices through lost discounts, payment of sales tax, and vendor overbilling.

Judgement and Decisions: The employee determines any mismatches between purchases and invoices and communicates problems to the appropriate vendor or staff member without supervisor determination.  The employee also communicates with vendors or staff until all returns are replaced/credited and all prepaid items have been received.  If there is no response or incomplete response from the vendor or staff after several attempts at problem resolution, the supervisor is consulted.

Physical Demands: Physical demand for this job remaining stationary for extended periods of time and in front of a computer as well as moving about a standard office setting.

Full-time Employment Benefits:

 • Insurance Options Health, dental, vision, life, short/long-term disability, FSA/HSA Wellness Incentive Program, if  enrolled in health plan

 • Educational Assistance Fee Waiver Spouse/Dependent discounts Audit/Non-Credit Reimbursement Program

 • Employee Assistance Program

• Retirement options Tennessee traditional pension plan option (TCRS) 401k with $50 company match/457/403b

• Employee Discount program with over 900+companies

• 13 Paid Holidays/Year Includes paid days off the last week of December

• Sick Leave Bank

 • Longevity Pay

• Many opportunities for professional development

Special Instructions to Applicants: To be considered for a position at Pellissippi State, you must create an on-line application. Your skills, abilities, qualifications, and years of experience will be evaluated using only what is recorded on your application. Work experience that is not listed on the application will not be considered towards compensation. Please note: attaching a resume does not substitute for completion of the application form. Part-time work experience is calculated at 50% of full-time experience. Please note: to scan, upload, or attach documents, a computer and scanner are available at the Hardin Valley Campus Educational Resources Center, if needed.

Pellissippi State Community College is an EEO/AA/Title VI/Title IX/Section 504/ADA employer

If you have any problems or questions please contact Human Resources at Pellissippi State Community College’s Human Resource Office at 865-694-6607 or by email at recruiting@pstcc.edu.

If you are interested in this position, click on the link to the left to apply.

#mrp

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