Senior Administrative Assistant – Accounts Payable

April 3, 2019
SJC Long Island
Office of Business Affairs

Position Overview

This position will perform accounts payable duties for St. Joseph’s College and will report to the Controller.

Duties/Responsibilities include, but are not limited to:

  • Review Request for Disbursement (RFD) paperwork, invoices, and other documents for accuracy before entering into the College’s accounting software to issue payment
  • Request forms (such as, W-9, Transfer of Funds, Addendums, and New Vendor Forms etc.) from the appropriate personnel if needed, to ensure the day-to-day operations of the Accounts Payable department runs smoothly
  • Check department budgets for available funds and advise budget officers of overages
  • Check for appropriate approval signatures on RFD forms
  • Accurately enter information into the College’s accounting software to ensure payment to vendors/individuals and print reports to be audited by the audit team.
  • Review any entries made by the Accounts Payable Administrative Assistant and sign off once corrections have been completed
  • Assist and update Accounts Payable Manual with changes to policy and procedure as needed.
  • Coordinate leasing for Copier, Fax, Postage equipment contracts
  • Maintain Fiscal Year Utility Analysis for Long Island Campus
  • Act as vendor gatekeeper for Accounts Payable and maintain W-9 files
  • Reconcile vendor statements and inquiries
  • Act as a liaison between faculty, staff and outside vendors regarding payments
  • Make necessary copies of deferrals/accruals vouchers
  • File original RFD forms after payment has been issued
  • Create new folders for the new fiscal year and Remove and Maintain old folders for storage from the previous fiscal year. The College keeps files for 7 years and shreds everything else.
  • Locate and pull RFD's for audit purposes
  • Prepare a "Checks to be Held" list weekly for the auditors to pull hold items from check batch
  • Maintain Federal Express and UPS accounts billing and allocation of charges
  • Responsible for approving orders, ordering, receiving, distributing and preparing the RFDs for letterhead, office, copier and postage machine supplies
  • Any other tasks as determined by the Chief Financial Officer, Controller, Assistant Controller or Budget Director

Skills and Competencies

  • Comfortable with technology and good knowledge of MS Office.
  • Must have excellent data entry skills and good attention to detail.
  • Must have excellent verbal, written, and interpersonal skills.
  • Must have good organizational skills.
  • Must be able to manage time and multiple projects simultaneously, set priorities, accomplish goals, and meet deadlines and adjust to changing priorities.
  • Must possess a customer-service driven and team-oriented approach.
  • Must be able to establish and maintain good working relationships with peers, supervisors, other college personnel.
  • Knowledge of Ellucian Colleague a plus.
  • Paperless/document imaging experience in accounts payable a plus.


  • Accounting, finance or business degree.
  • Minimum of 3 years of Accounts Payable experience.
  • Higher Education experience preferred.

Please send all resumes to the attention of Marion Kowalski, Controller to [email protected].

St. Joseph's College is an Equal Opportunity Employer M/F/D/V/SO.