Job Summary or Scope: What is the fundamental purpose(s) of this position?
To insure that the payment of University liabilities for the Prescott campus are made in an accurate and timely manner, taking cost saving measures such as discounts whenever possible. Build and maintain a positive relationship with vendors and a good credit rating on behalf of the University.
Manage accounts, payments, credits and data entry – Match incoming invoices for the Prescott campus to purchase orders and obtain budget manager signatures when required. Process Check Request Forms and verify backup, signatures and available funds as needed. Obtain W-9’s for new vendor setup. Verify all information for correctness of price and quantity. Inspect all incoming invoices and petty cash to determine if state and city use tax must be paid and submit copies to the Accounts Payable Supervisor for payment. Contact appropriate department or vendor when any discrepancies are found. Input payment information and check for accuracy. Process reports to ensure needed payments are approved and ready for printing and provide the Accounting Supervisor with a list of needed payments. Make sure payment register is approved by management and upper management, hold large payments until proper approvals are received and log into a weekly journal for monthly reporting. Match printed checks with appropriate backup, mail or distribute to vendors and employees. Manage a petty cash box by processing daily incoming petty cash requests. Process daily petty cash requests by verifying proper approvals and receipts are attached, inspect receipts for taxes and make copies for the Accounting Supervisor when necessary. Balance cash box weekly and replenish cash balance at the Bursar’s Office. Ensure all invoices are paid in the appropriate fiscal year by pulling reports and contacting vendors, faculty and staff. Request invoices, PO’s, check requests and the appropriate backup and approvals so all payments are made by year end closing.
Daily Tasks – Open all incoming accounting mail and distribute to the proper individual. Track and file all voided checks as they are processed. Ensure all credits and delayed core charges for flight parts are credited or charged to the correct airplane which assists in maintaining an accurate parts inventory. Work closely with Facilities to make sure invoices are paid to terms, purchases orders are increased when needed and vendor statements are up to date. Correspond with vendors as necessary to insure that the University may take advantage of refunds and credits due. Interact daily with University faculty and staff to obtain invoices, purchase orders and check requests to insure payment is made to vendors in a timely manner. Reconcile all vendor statements, research discrepancies and contact vendors as needed. Regularly assist faculty and staff with entering requisitions and releasing approval and receiving payment holds. Reconcile various general ledger accounts by creating and maintaining Excel spreadsheets and working with appropriate departments to clear discrepancies.