Accounts Payable Coordinator

Howard Community College ( HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

Employee is responsible for timely and accurately processing all documentation related to the payment of invoices for the college, the Educational Foundation, and capital projects for the county. Oversees the weekly check runs and reviews data for completeness for both the college and Educational Foundation. Supports the Accounting Manager in managing and supervising the accounts payable area, managing day to day transactions and workload of the area.

Collects and maintains proper vendor documentation including W-9 and electronic payment consent forms. Responsible for adding and updating vendor information in the system

Manages and encourages electronic payment to vendors, which includes solicitation of electronic information as well as updating method of receiving payment in the vendor file, and transmitting pre-note files to the bank.

Processes and analyses invoice documentation and prepares invoices for payment. This includes, but is not limited to, matching invoices, purchase orders or purchase requisitions, approvals for payment and any other required documentation together to create a payment packet.

Responsible for processing or coordinating processing of all office supply invoices for payment.

Maintains the open invoice file, which includes requesting payment authorizations (purchase requisitions), and creating and organizing the payment package as documentation is received.

Performs, and oversees work of clerical staff who perform, the processing of the college weekly check runs, including payments to vendors, employees as well as students. This includes, but is not limited to, analyzing items approved for payment, inputting invoices for payment, troubleshooting issues, running the checks and associated reports, completing the check transmittal form, having the area supervisor approve all payments, breakdown, matching and distribution of all documentation, and mailing appropriate checks.

Employee is responsible for the creation and transmission of the positive pay and electronic check files to the bank, as well as the creation and transmission of the student refund file to BankMobile on a regular basis.

Assists with researching bank exceptions reported on the positive pay check file. This includes making a decision whether to pay or return a check via the bank's website. Manually adds or cancel issues in the positive pay check file via the bank's website.

Responsible for the processing of the weekly Educational Foundations check run.

Enters receiving information into the Colleague System.

Processes employee reimbursements. This includes verifying that appropriate approvals, account structure and documentation exists and that all purchases are made in accordance with college policy.

Ability to troubleshoot and work with both internal as well as external individuals in the proper transmission of electronic files to various banks including investigating and resolving rejected ACH payments that are returned to the bank.

Communicates budget shortfalls to cost center managers as they occur. Communicates with external vendors and internal employees addressing any of their inquiries.

Responsible for the timely input of capital projects accounts payable vouchers into the county's SAP accounting system. Work includes obtaining required county information from vendors to be paid.

Cross-trains and assists coworkers in the event of absences.

The ability to assist the area supervisor in completing special projects, year-end closeout, and other tasks.

Ensures security and confidentiality of all accounting documents and assets in area of assignment.

Responsible for auditing vendor statements for unpaid invoices. This includes checking for payment in the system, checking against open purchase orders, documenting payment information on the statement and notifying the vendor. Requesting any additional copies of invoices from vendor if necessary.

Assist with the preparation and review of all 1099's related to the College's vendors, ensuring that all transactions and vendors are properly flagged to receive a 1099 where applicable.

Prepares routine monthly journal entries as needed.

Responsible for processing void check requests including the reissue or complete cancel of the payment. This includes verifying the check status as outstanding and entering a cancel issue via the bank's website.

Responsible for fulfilling all college requirements for annual staff development and diversity functions.

Performs other duties as assigned.

Physical strength and stamina to perform heavy physical tasks for long periods.

The position requires a great deal of interaction with internal and external constituents.
Highly stressful position due to the high volume of work, confidentiality required, cash handling, dealing with entire college community, outside vendors and agencies.

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options: The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

*Pre-employment criminal background investigation is a condition of employment.

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Howard Community College ( HCC) is an Equal Employment Opportunity & Affirmative Action employer & values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status.
HCC understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.