Accounts Payable And Internal Services Support Specialist

Internal Services Support Specialist

The Internal Services Support Specialist is responsible for coordinating and assisting with key internal operational and financial systems, including accounts payable, purchasing card (P-Card) system, contract coordination, fleet management, facilities access systems, campus scheduling and general Business Office duties. This position reports to the Chief Financial Officer (CFO) and maintains a strong customer service orientation while ensuring compliance with the College policies and procedures.

Job Duties:

1. Process accounts payable transactions, including checking invoices, verifying receipt of purchases, and processing invoices for timely payment. Prepare and disburse checks and ACH payments, including travel expense reimbursements; maintain vendor files and reconcile monthly statements.
2. Assist with the management of College purchasing card (P-Card) program, including cardholder setup and maintenance, transaction review, reconciliation, compliance monitoring and assistance to employees regarding appropriate P-Card usage.
3. Answer employee questions related to accounts payable, purchasing, account numbers, project numbers, and monthly balancing. Import monthly purchases and balances into the General Ledger as required.
4. Process routine contracts and agreements, including service agreements, event-related contracts, subscriptions, and vendor agreements. Maintain contract records, track renewal dates, and ensure appropriate approvals and documentation are obtained.
5. Maintain fleet management records, including vehicle assignments, registrations and insurance documentation. Track vehicle usage and assist with compliance-related reporting.
6. Assist with campus keycard access systems, including issuing, modifying, and deactivating access based on authorization. Maintain access records and coordinate with Facilities or IT as needed.
7. Maintain the Master Campus Schedule, including room reservations for internal and external customer events, and coordinate food service, physical plant, and audio-visual needs.
8. Assist with maintaining centralized purchasing through creation of purchase orders and coordination of approved vendors. Purchase supplies for departments as authorized.
9. Maintain computerized fixed asset records, including additions, disposals and monthly depreciation. Inventory and tag all capital items greater than $500. Assist CFO in balancing fixed asset schedules with Balance Sheet.
10. Prepare annual work papers for auditors following fiscal year end and with issuing 1099 forms for independent contractors at calendar year end.
11. Serve on committees and attend workshops, webinars, and other professional development opportunities as appropriate.
12. Provide back-up support for other Business Office functions as needed.

Additional Duties:

• Ensure commitment to the highest business ethics and protect confidential information.
• Maintain and safeguard equipment, software, and facility areas.
• Maintain a safe work environment.
• Comply with College policies and procedures.
• Perform other duties as assigned.

Qualifications:

Education and Experience: Associate's degree in a related field such as Business or Accounting OR a combination of experience and education/training equivalent to an associate's degree.

To be a best fit for this position you need:

• Strong interpersonal skills to communicate with, and assist faculty and staff
• Ability to quickly pivot from one task to another