Accounts Payable/Office Administrator


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Located in Utica, NY

College is seeking an Accounts Payable/Office Administrator to join their team and be responsible for the following:

General Office Tasks

  • Assist students, faculty and staff that visit the Auxiliary Services office.
  • Answer phones for Auxiliary Services.
  • Make meal plan changes for students as requested.
  • Responsible for handling accounts payables and receivables.
  • Maintain records of any Emergency Loans issued by Auxiliary Services and reconcile when payments are received from the campus.
  • Maintain file of fitness center applications and process with the campus accordingly.
  • Process payments for all fitness center memberships.
  • Run fitness center usage reports as needed for the Athletics Department.
  • Create ID cards in the ID card system for students, faculty and staff as needed especially during orientations.
  • Assist with year-end reconciliations of general ledger accounts as needed.
  • Assist senior accountant during year end audit.
  • Maintain ordering filing system for accounts payable, receivable and office communications and office supplies.
  • Assist with open houses and orientations as needed.
  • Verify and reconcile petty cash weekly.
  • File bank statements with bank deposits monthly.
  • Sorting of mail and general office duties as well as assisting the Executive Director as required.
  • Assist with cashing out customers as needed. Accounts Payable
  • Verify and process the meal plan invoices from contracted vendor.
  • Process checks or petty cash for any emergency loans.
  • File vouchers with payment documentation.
  • Process credit card orders for Auxiliary Services office.
  • Process all accounts payable for Auxiliary Services, Foundation and Student Association in Sage Intacct accounting software, print checks and distribute or mail signed checks.
  • Verify all vouchers for Program Accounts have appropriate documentation attached with appropriate required signatures. Accounts Receivable
  • Process cash receipts from students and the campus for any emergency loans issued by the Auxiliary.
  • Receive and process payments on behalf of the Auxiliary, Foundation and Student Association and complete the necessary receipts and vouchers to have monies transferred to specific accounts as needed.
  • Process checks electronically to the bank for deposit for the Auxiliary, Foundation and Student Association daily as needed.
  • Process cash receipts for all agency accounts.
  • Process cash receipts from donors to the Foundation and prepare receipt log for each deposit. All other job related duties as assigned by the Executive Director.


  • Applicants must possess time management skills, have the ability to multi task and work in a office with frequent visits from students, and staff.
  • Applicant must possess Microsoft Office skills especially in Word and Excel.
  • Bachelor degree in business is preferred or Associates degree with at least 5 years of front office experience.



Express Office: Utica/Rome
The Landmarc Building
118 Columbia Street, Suite 103
Utica, NY 13502
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