Purchasing/Payables Specialist (PSS4 - 12 Months)

ABOUT RAMAPO COLLEGE:

Ramapo College of New Jersey (RCNJ) develops ethical leaders who serve as change agents across all sectors. The College’s unique interdisciplinary academic structure, its liberal arts core, its size (approximately 5,500 students), and its setting in the foothills of the Ramapo Mountains on the New Jersey/New York border provide an optimal environment for individualized, student-centered learning and leadership development. RCNJ’s designation as “New Jersey’s Public Liberal Arts College” by the State legislature is the foundation from which the College’s commitment to an accessible and transformative undergraduate and graduate education is realized.

Established in 1969, CondeNast Traveler named Ramapo one of the 50 Most Beautiful College Campuses in America. The barrier-free campus occupies 300 acres and is home to 52 bachelor’s degree programs spanning the arts, business, data science, humanities, education, nursing, social work, social sciences, and the sciences. Ramapo College boasts an average student/faculty ratio of 16:1 and an average class size of 21; affording students the opportunity to develop close ties to the College’s exceptional faculty. In addition, the College offers graduate programs leading to master’s degrees in Accounting, Applied Mathematics, Business Administration, Contemporary Instructional Design, Computer Science, Creative Music Technology, Data Science, Educational Leadership, Nursing, Social Work, and Special Education, as well as a Doctor of Nursing Practice. Every degree program is designed and delivered through the collaborative and interdisciplinary efforts of student-centered faculty scholars and staff who are committed to serving the public good through the delivery of an academically rigorous, inclusive, and a transformative collegiate experience.  Ramapo is ranked #1 among New Jersey public institutions by College Choice and is recognized as the State’s top college on the list of Best Disability Schools by Great Value Colleges. Further commendations include designation as a “Military Friendly College” in Victory Media’s Guide to Military Friendly Schools, and as a leading college by U.S. News & World Report, Kiplinger’s, Princeton Review, and Money Magazine, among others. 

POSITION TYPE/EXPECTED HOURS OF WORK:

This is a full-time, CWA position, and hours of work and days are Monday through Friday, 8:30 a.m. to 4:30 pm. Occasional evening and weekend work may be required as job duties demand.  Note: Those non-faculty employees in the “NE” category of employment may have irregular or variable work hours.  The compensatory time policy for NL employees applies to “NE” employees up to 40 hours per week.  Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e., rate of time and one-half in payment or compensatory time).

JOB SUMMARY:

This position is a specialist position that will support both the purchasing and accounts payable departments. In general, the weighted job responsibilities for this position reflect that the primary responsibilities for this role reside with purchasing (75%) and the balance with accounts payable (25%). However, throughout the year, the weighting of responsibilities performed can shift between these two areas based on each area’s peak needs and requirements. 

Under the supervision of Ramapo’s Director of Purchasing, this position will provide support to the College community in accordance with New Jersey State Laws and College procurement policies. Performs basic professional work, including the review of purchase requisitions, obtaining vendor price quotations, reviewing usage data to determine the College’s aggregate demand, and assists with new vendor set-ups and vendor changes within the College’s procurement system. Additionally, this position helps to maintain vendor documentation and may assist with the preparation of purchasing reports (using MS Office) to meet College and State of New Jersey requirements.  

Purchasing support may also include helping to administer the College’s purchasing card program, including the processing of requests by Units for new or changes to procurement cards, analysis of purchase card spending, and auditing transactions against the College’s purchasing card policy. Safeguards the confidentiality of information and exercises discretion in communicating information to faculty, staff, vendors, as well as other internal and external audiences, and handling departmental records and files. This position will also assist with information gathering related to internal and external audit requests, including OPRA requests. 

May also perform other purchasing duties that may be assigned on a regular or ad hoc basis.  

Under the supervision of the Accounts Payable Specialist, this position will also provide support to the accounts payable area and be responsiblefor independently performing and or resolving detailed accounts payable functions such as insuring the proper and timely cutting of checks, processing of Positive Pay/Payee file to TD Bank, oversee travel request, advances and payments in compliance with the College’s travel policy and conflicts of interest policy through Employee Relations. Additionally, this position will help to coordinate the filing and printing of annual 1099-NEC and 1099-MISC forms to the IRS and our Vendors. This position will provide full-time support in place of the Accounts Payable Specialist when that person is away from the office on extended leave. 

DUTIES

Purchasing:

Accounts Payable:

• Ensure all disbursements are properly documented, including making certain that proper signatures are obtained and the check is correctly recorded.
• Match vendor invoices to existing purchase orders, and review and analyze for correctness.
• Help resolve NSF issues with the budget and the correction of FOAP coding errors. 
• Process travel authorizations and reimbursements, including travel encumbrances, according to college policy.
• Generate payments: Produce a check register to determine what invoices are scheduled for payment. Run necessary computer jobs in Banner, in the proper sequence, to produce output for checks.
• Print checks and create a positive pay/payee file and transmit to College Bank. Compare invoices to checks to the vendor; the remittance addresses the amount, the invoice number, and any special handling instructions are correct.
• Answer all inquiries courteously and efficiently. Initiate calls to seek clarification when inaccurate or incomplete data is identified. Take calls from the campus community and vendors regarding outstanding invoices. Contact the responsible person and follow up untilissue is resolved. 
• Process Void checks and Stop Payments as required; issue replacements if warranted.

• Maintain essential records and files. 

REQUIREMENTS

Education:

• Graduated from an accredited college with a Bachelor's degree, preferably in Business, Accounting, or Finance.   
  

• NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.
  
  

Experience:

One to three years of relevant experience.

Knowledge, Skills, and Abilities

Working knowledge of Ellucian Banner 9.0, purchasing, and accounts payable modules is strongly preferred. 

Technical skills with demonstrated proficiency in Microsoft Office, including Excel and Word required.

Ability to work with a diverse population and have a strong customer service orientation.

Ability to establish liaisons and maintain cooperative working relationships with other offices or organizations whose functions intersect with assigned responsibilities.

Ability to conduct research, analyze data, and interpret findings.

Ability to comprehend, interpret, and apply established college policies, procedures, precedents, and guidelines.

Ability to provide advisory services related to college policies to aid faculty and staff. 

Ability to prepare clear, accurate, and informative reports containing findings, conclusions, and recommendations.

Ability to prioritize and handle multiple projects and complete detailed tasks with accuracy.

Ability to work in a very busy setting with little supervision is required.

Ability to maintain essential records and files.

EEO Statement:

Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs, and other diversity programs. Ramapo’s commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.