Accounts Payable Specialist & Business Office Assistant

Posted May 30, 2025

Accounts Payable Specialist & Business Office Assistant

University of Charleston,Business Office

JOB SUMMARY:

As the Accounts Payable Specialist & Business Office Assistant, you will play a crucial role in the financial operations of the university by ensuring accurate and timely processing of payments to vendors and suppliers as well as offering general support within the Business Office. To be successful in this position, the individual must have a high degree of organizational skills and the ability to multitask with interruptions throughout the day. This position is a dual role, primarily responsible for administering all transactions related to Accounts Payable, while also providing organizational, administrative and clerical support to the Business Office and EVP/CFO.

ESSENTIAL FUNCTIONS OF THE POSITION:

Accounts Payable:

Responsible for reviewing all invoices for proper authorization, supporting documentation and payment daily.
Electronically route purchase orders and check requests for proper approvals.
Maintain filing system of invoices with vouchers.
Complete credit applications.
Review listings of invoices to be paid on a timely basis.
Keep records of and pay all contracts and utility bills when due.
Process purchase orders and check requests daily.
Print all vendor checks and student refunds at least weekly.
Maintain 1099 file.
Work with vendors and departments on questionable invoice payments and purchase orders.
Post vouchers to fixed assets, if applicable.
Key GL account codes from credit card and purchase card expense reports to spreadsheet.
Input data from electronic payments into vendor system of record.
Track employee cash advances and returns.
Run trial balance and accounts payable report weekly.
Setup recurring voucher payments at the first of the fiscal year.
Keep filing and scanning updated.

Business Office Assistant:

Greet visitors and answer the Business Office telephone, routing calls to the appropriate person.
Retrieve mail from mailroom daily and route incoming and outgoing office mail accordingly.
Establish and maintain effective professional working relationships with all levels of employees.
General clerical duties (including but not limited to faxing, shredding documents, scanning, copies, and filing).
Assist Business Office staff and EVP/CFO with daily items as needed.
Assist with Student Accounts and Collections.
Maintain inventory, office supplies and equipment maintenance.
Complete special projects as needed.
Crosstrain with others in the Business Office to assist as a backup.
Special Projects and other duties as assigned.

QUALIFICATIONS:

Accounting background with 5+ years of experience in Accounts Payable REQUIRED and knowledge of General Ledger is a must.
Higher Education degree preferred.
Very detail oriented. Ability to prioritize and organize effectively. Highly organized. Accuracy is a must.
Strong written and verbal communication skills. Ability to communicate with employees and external sources clearly, straight-forward, and professionally.
High level of computer usage with a strong ability to adapt quickly to software applications, proficient in all Microsoft products. Position requires a lot of data entry.
Results-oriented and confident individual with strong interpersonal skills and the ability to work independently and multi-task within a busy office setting.
Thorough knowledge of telephone systems, copiers, scanners, faxing, calculators and general office procedures.
Ability to maintain a high level of confidentiality of information.

Resumes will be accepted until the position is filled. Send applicant information to:

Tammy Holstine, Controller, tammyholstine@ucwv.edu

The University of Charleston is an Equal Opportunity Employer