Job description
Position Summary
The Business Office Assistant/Purchasing is responsible for all processes involving college purchase orders; and providing support to all areas of the Business Office.
Essential Duties and Responsibilities
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Complete and manage all college purchase orders.
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Maintain vendor records, to include but not limited to E-Verify, Disclosure Statements, and W9s.
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Provide support to all Budget Managers with processing requisitions, purchase orders and attaching documentation in BDM.
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Provide backup support to Accounts Payable, Accounts Receivable and the Director of Financial Services.
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Oversee all state and institutional functions associated with the bid process.
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Perform bank reconciliations for accounts as assigned, to include but not limited to Banner, Touchnet, and Elevate.
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Serve as a back-up cashier, to include receipting and daily closing of the cashier window.
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Process journal entries as requested.
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Process budget adjustments and entries as requested.
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Provide assistance in the processing of travel requests and travel reimbursements.
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Maintain general office records, reports, files, databases, and spreadsheets as required by the Director of Financial Services, Dean of Administrative Services, and/or President.
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Assist with supervision of work-study students.
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Process outstanding student checks and unclaimed property.
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Act as liaison for college with campus bookstore to ensure correct and timely textbook adoptions, appropriate communication between bookstore, faculty and students, reconcile All In Book Fee and bookstore charges to Banner. Maintain Student opt in and opt out in the All In Book Fee.
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Maintain and update Business Office Manuals.
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Assist with year-end close out.
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Process all reconciliation and purchase orders for Agency Accounts.
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Serve as committee member as assigned.
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Perform other duties as assigned by the Director of Financial Services, Dean of Administrative Services, and/or President.
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Ensure the utmost confidentiality is maintained with student and college records, reports, etc.
Qualifications
REQUIRED QUALIFICATIONS:
Minimum of an Associate’s Degree in Accounting or related field.
Minimum of three years’ accounting related experience.
OR
Minimum of a Bachelor’s Degree in Accounting or related field.
Minimum of two years’ accounting related experience.
Knowledge, Skills, and Abilities:
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Ability to work flexible hours as needed.
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Communicate in a professional, effective and pleasant manner with students, college employees and the general public.
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Ability to manage operational functions independently.
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Must be bondable.
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Ability to demonstrate use of office equipment.
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Excellent oral and written communication skills.
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Ability to manage loan information in a professional and confidential manner.
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Proficient with Word and Excel.
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Ability to accurately receipt and account for monies.
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Working knowledge of business mathematics and accounting procedures
Application Procedures/Additional Information
SALARY:
Salary Schedule E3 04 $38,215 - $53,976
, to be determined by the applicant’s education and years of applicable experience. Applicant acknowledges that if selected for the position that applicant’s placement on the applicable salary schedule will be dependent upon the verified information provided.
POSITION DEADLINE:
Applications must be received by May 23, 2023 at 11:59 p.m.
Incomplete or late application packets will eliminate the possibility of an interview. Application packets submitted after the deadline date will eliminate the possibility of an interview. The submission of all required application materials by the deadline is the sole responsibility of the applicant.
APPLICATION PROCEDURE:
Applicants must submit a complete packet which consists of the following:
• Completed ESCC Application for Employment
• Current resume
• Copy of transcript showing degree and date conferred
• A cover letter of application specifically detailing and relating the applicant’s education, and experience to the qualifications, duties, and responsibilities of the position.
Please note: Employment is contingent upon employer verification of work experience. Applicants must provide documentation of the required work experience if an offer is made .
Only applicants who meet the required qualifications and submit a complete application packet by the deadline will be considered. Applications submitted by fax, email, mail, or hand delivery will NOT be accepted. All applications become the property of ESCC. Requests for copies of application materials, including transcripts, will be denied.
Applicants must adhere to the College’s prescribed interview schedule and must travel at their own expense.
In accordance with Alabama Community College System policy and guidelines, the applicant chosen for employment will be required to sign a consent form for a criminal background check. Employment will be contingent upon receipt of a clearance notification from a criminal background check. The candidate hired will be responsible for the nonrefundable minimum cost of $24.40 for the criminal background investigation. Additional charges may apply. Enterprise State Community College is an active participant in the Employment Eligibility Verification Program (E-verify). E-verify electronically confirms an employee's eligibility to work in the United States as required by the Department of Homeland Security. Enterprise State Community College is an Equal Opportunity Employer. It is the policy of the Alabama Community College System, including all postsecondary community and technical colleges under the control of the Alabama Community College Board of Trustees, that no employee or applicant for employment or promotion, on the basis of any impermissible criterion or characteristic including, without limitation, race, color, national origin, religion, marital status, disability, sex, age, or any other protected class as defined by federal and state law, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. Enterprise State Community College will make reasonable accommodations for qualified disabled applicants or employees.
The College reserves the right to withdraw this job announcement at any time prior to the awarding. More than one position in the same job classification may be filled from the applicants for this position should another vacancy occur during the search process.
Enterprise State Community College application for employment form is available at www.escc.edu and should be submitted online.
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