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POSITION:  Accounts Payable Specialist (Non-Exempt)

HSU JOB FAMILY CLASSIFICATION: Finance and Accounting Professional I

DEPARTMENT:  Accounting

SUPERVISOR TITLE:  Accounts Payable Coordinator

FLSA STATUS:  Non-Exempt

EXEMPTION:  N/A

LOCATION:  Abilene

TARGET HIRE DATE: As Soon As Possible

HSU CHRISTIAN STANDARD REQUIREMENT FOR EMPLOYMENT – Candidate must profess a Christian Faith, maintain membership in a local congregation, and respect the values and distinctives central to the historically Baptist values of HSU.

CONTACT INFORMATION: Human Resources 325-670-1259 or careers@hsutx.edu 

SUMMARY/SCOPE:

This position is responsible for assisting the Accounts Payable Coordinator in maintaining vendor records, managing vendor relationships, ensuring high volume purchase orders and payments are processed on time by competently and professionally performing the duties discussed below.

HSU JOB FAMILY CLASSIFICATION INCLUDES THE FOLLOWING:

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Assist in monitoring and maintaining University policies regarding approval of requisitions, purchase orders, and all facets of accounts payable and purchasing.

Assist with maintaining vendor accounts by performing reconciliations as necessary to ensure proper payments are made in accordance with payment terms.

Assist in managing stop payment on checks in the accounting system, bank, and positive pay.

Collect information for new vendors and maintain the vendor list.

Assist with the year-end audit, preparing schedules and supporting workpapers.

Ensure compliance with IRS taxation. Assist with electronic 1099s and other necessary year-end returns/forms.

Assist with tracking and maintaining information for fixed assets.

Assist with standard accounts payable transactions in a high volume, complex environment. Some of those standard tasks include:

Monitor requisitions, create purchase orders, enter vouchers, print checks, send check files to

First Financial Positive Pay.

Assist with accounts payable questions

Process interdepartmental orders

Reconcile Cullen Funds

Assist with resolving accounting issues associated with accounts payable transactions such as deducting sales tax, purchase order or invoice discrepancies.

Continue education and keep up to date on new rules and regulations pertaining to accounting duties.

Provide excellent customer service for all employees and students, providing reports and account information as requested.

Other duties may be performed as assigned

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities for this position, except for student workers.

COMPETENCIES:  Intellectual, Interpersonal, Leadership, Organization and Self- Management. To perform the job successfully, an individual should demonstrate the following competencies. On a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area. This is your opportunity to demonstrate how your education and/or experience in your current or previous job relates to each function of this position. Interview decisions are partially based on this information.

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.

Conflict Resolution - Encourages open communications; confronts difficult situations; maintains objectivity; keeps emotions under control; uses negotiation skills to resolve conflicts.

Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills):

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.  Ability to deal with problems involving a few concrete variables in standardized situations.

COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Order processing systems; Human Resource systems; Accounting software and Payroll systems.

EDUCATION/EXPERIENCE:

Associate degree or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS:

None are required for this position at this time.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit.  The employee is frequently required to talk or hear.  The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

ADDITIONAL INFORMATION:

A regular 40-hour workweek is required (plus occasional overtime).

All hours worked beyond 40 hours in a single work week will be compensated at time and a half, per FSLA guidelines.

Must have an maintain a valid Class C Driver’s License and maintain a clear driving record to be insurable under the university liability policy.

Must be able to drive to complete work assignments on and off campus, as needed.

Additional travel may be required on occasion in order to attend training, etc.

EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.

EEO / ADA Statement:

As an Equal Opportunity Employer, HSU complies with all applicable anti-discrimination laws including those prohibiting discrimination on the basis of age, sex, pregnancy, race, color, national origin, disability, genetic information and military service. HSU is a private university affiliated with the Baptist General Convention of Texas, and may lawfully consider an applicant’s religion as a selection criterion. HSU is committed to hiring faculty and staff who share an active Christian faith and fully support HSU’s mission.  In accordance with the Americans with Disabilities Act (ADA), HSU provides reasonable accommodation to qualified applicants and employees with disabilities unless the accommodation would impose an undue hardship on the organization or would change the essential functions of the job. Requests for reasonable accommodation should be directed to Human Resources.

BACKGROUND SCREEN:

HSU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law. HSU is committed to maintaining a safe and secure campus environment and protecting the university’s financial and physical assets. Therefore, Hardin-Simmons University conducts background checks. Depending on the position applicants may also be required to consent to a credit check as part of the background check process. As a non-profit institution of higher education committed to Christian faith and values, the University exercises its rights under state and federal law to use religion as a factor in making employment decisions.