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Data Entry/Accounts Payable

JOB SUMMARY

Under supervision of the Comptroller, inputs account payable documents into the AS 400, tracks and maintain files. Provide outstanding customer service to all employees, students and vendors by responding to their requests in a professional and responsible manner.

Essential Functions/Responsibilities

  • To understand and commit to the Mission of the College ~ “To provide challenging and diverse opportunities for the pursuit of learning and to enhance personal and community development in a responsible, accessible and learner-centered environment”.
  • Input requisitions into the Accounts Payable system to generate purchase orders.
  • Verify budget account balances.
  • Match computer-generated purchase orders with requisitions and file them pending receipt of invoices; maintain and process files of credit memos; mail vendor copy of PO to vendor; distribute copies to originators and/or supervisor and data processing for asset inventory control; distribute fee fund purchase orders; open and date stamp all incoming invoices and statements matching them to their respective PO’s; verify that invoice is correct and merchandise being invoiced has been received; process invoices for payment to be made in a timely manner. Follow up to ensure that requisitions are originated on invoices that arrive without a PO number, verify information with originators of requisitions to keep duplications to a minimum.
  • Assign PO #’s to walk-thru requisitions, travel/absence reports.
  • Record distribution of credit cards and cash advances. Maintain records on paid/unpaid credit card charges and follow up with employees to ensure that receipts are submitted according to policy; pay monthly statements for all college credit cards; monitor visa purchases and maintain organized files on all receipts, purchase orders, and statements; Problem solve issues with credit cards as needed; work with coaches and other staff for all travel or credit card needs.
  • Maintain the college’s fuel cards and online account access for college fleet cars; track and pay all fuel purchases/receipts on monthly statements; issue replacement fuel cards as needed; add and remove drivers from account.
  • Fee Fund accounts; handle and balance bank deposits; coordinate with athletics to follow game-day money bag procedures; balance game-day money bags following games; receipt Fee Fund deposits.
  • Track Professional Development for faculty and non-faculty members; update and balance reports frequently or as needed.
  • Maintain current check register.
  • Handle phone calls and correspondence from vendors concerning account balances and payments.
  • Maintain files by vendor name; run vendor labels as needed.
  • Assist ACPA2 as needed: match computer-generated purchase orders with requisitions and file them pending receipt of invoices; maintain and process files of credit memos; mail vendor copy of PO to vendor; distribute copies to originators and/or supervisor and data processing for asset inventory control; open and date stamp all incoming invoices and statements matching them to their respective PO’s; verify that invoice is correct and merchandise being invoiced has been received; process invoices for payment to be made in a timely manner. Follow up to ensure that requisitions are originated on invoices that arrive without a PO number, verify information with originators of requisitions to keep duplications to a minimum.
  • Perform other duties as assigned.

The above job description supersedes all previous descriptions. This description is intended to be a tool to describe the primary purpose of the job and the Essential Functions and Responsibilities. The job description may not be inclusive of all duties and job responsibilities. Administration has the right to add to or change the job responsibilities to cover absences or relief to equalize peak work periods at any time.

Required Qualifications

  • High School/GED
  • Two years of computerized accounts receivable or accounts payable experience
  • Data entry experience, accuracy, speed, superior organizational skills and ability to meet deadlines
  • Friendly and professional manner
  • Valid Kansas driver’s license

Preferred Qualifications

  • Associates degree or certificate
  • AS400 experience

Supervisory Responsibilities

  • None

Physical Requirements

  • Data entry activities requires keyboarding and sitting for long periods of time.
  • Lift and carry up to 50 pounds within the office area.
  • Bend, reach and stretch as required to perform the duties as required.
  • Able to do any physical work assigned.

Building Assignment

  • Administration Building/Business Services