Accounts Payable Officer

Accounts Payable Officer Job Description

Innovation allows an organization to make the most of every dollar spent. At Virginia’s Community Colleges System (VCCS), our compelling mission, our ambitious strategic plan and our fiscal realities challenge us to ensure that community college resources are maximized for the priority of student success and credential completion.

Nestled between the Blue Ridge and Appalachian Mountains, the VCCS Shared Services Center is centrally located to all 23 colleges in the VCCS, 43 miles from Blacksburg, VA, and a four hour drive from Washington, D.C. A vital part of the ever-growing Roanoke Valley, Daleville is a haven for tourists and residents alike. Within an hour’s drive are the breathtaking Smith Mountain Lake, world-famous Appalachian Trail, and many other outdoor activities, including golfing, biking, and hiking.

The thriving Historic City Market in downtown Roanoke and the Daleville Town Center and Performance Pavilion also host farmers markets, community and cultural events, and festivals throughout the year.

The VCCS Shared Services Center is an innovation strategy to advance the priority of student success, reduce the administrative burden on individual colleges, consolidate transaction-based functions, create economies of scale and improve backroom process efficiency. This work allows the VCCS to better focus resources on the students – helping them start their educational journeys, persist, and succeed.

Process supplier invoices, voucher requests, and stop/void payments in accordance with VCCS Shared Service Center Business Rules, Prompt Payment Act, and the Commonwealth Accounting Policies and Procedures (CAPP) manual. Set-up and maintain accurate supplier files in accordance with the Department of Accounts (DOA), including identification and related requirements for 1099 suppliers. Monitor and close encumbrances in a timely fashion. Resolve payment discrepancies and provide timely, courteous, and professional customer service to internal and external customers.

Maintain proper internal controls to ensure accuracy of financial records. Collaboratively work with SSC Operations Managers and other functional managers to ensure the college’s and System Office’s requirements are met. Process payments and/or reconcile Small Purchase Charge Cards (SPCC) on a monthly basis in accordance with VCCS SSC policies. Support compliance procedures associated with regulatory authorities (e.g., Auditor of Public Accounts, VCCS Internal Audit, and the Department of Accounts).

Prepare management reports to communicate key metrics to SSC management and designated college/System Office personnel. Provide training to colleges and the System Office to educate necessary personnel on Accounts Payable policies and procedures.

• Computer information programs such as word processing, database, and spreadsheets.
• Knowledge and experience of the accounts payable process.
• Knowledge and experience developing operating policies and procedures.
• Knowledge and experience of corporate card reconciliation and audit procedures.

• Strong interpersonal communication skills, both verbal and written.
• Sound judgement, strong attention to detail, and demonstrated experience resolving discrepancies effectively.
• People Soft or other major ERP applications (i.e., Oracle, Lawson, Great Plains, SAP, etc.).

• Communicate effectively and accurately.
• Be detail oriented in auditing payments, including ability to reconcile and check the accuracy of calculations/terms involving a variety of documents in the Accounts Payable process.
• Proficiently operate office equipment (e.g., calculator, personal computer, 10-key adding machine).
• Compose clear communications regarding complex situations.
• Multi-task with a high level of accuracy.
• Work independently and as part of a team.
• Work effectively with a wide range of constituencies.

• Experience processing invoices for payment by matching the invoice to a Purchase Order and Receiving report (3-way match) and identifying and resolving any discrepancies/exceptions.
• Experience with high-volume accounts…