Accounts Payable Office Specialist

Danville Area Community College; Danville (IL); On-site; USD 36,000 - 44,000; Full time

Job summary

Danville Area Community College seeks an Office Specialist, Accounts Payable to ensure that materials and services are paid promptly, accurately, and in compliance with policy. The role requires an Associate Degree in Accounting or Business, strong Excel skills, and AP experience to manage vouchers, approvals, and payments.

Responsibilities include processing invoices, preparing checks, handling payment documentation, reconciling ledgers, and supporting audit schedules.

Qualifications

• Associate degree in accounting or business-related field.
• Demonstrated Excel competencies.
• Two or more years of accounts payable experience.
• Ability to utilize mainframe software system.
• Excellent organizational, oral, and written skills.
• Ability to work independently.
• Ability to analyze and direct attention to accounts payable policies and procedures.

Responsibilities

• Process vendor invoices against purchase orders and reconcile differences.
• Prepare checks and mailings for payments.
• Process requests for payments with proper supporting documentation.
• Verify and balance credit card payments and maintain documentation.
• Monitor encumbrances and reconcile to the general ledger.
• Assist with year-end audit schedules and reporting.

Skills

Excel

Organizational skills

Oral communication

Written communication

Independent work

Analytical ability

Education

Associate degree in Accounting or Business

Tools

Mainframe software

Job description

The Office Specialist, Accounts Payable ensures that materials and services requested by authorized personnel of the College are paid promptly, correctly and in compliance with the ICCB Fiscal Management Manual.

Required Qualifications

• Associate Degree in Accounting or Business related field
• Demonstrated competencies in Excel
• Two or more years of Accounts Payable experience
• Ability to utilize mainframe software system
• Excellent organizational, oral, and written skills
• Ability to work independently
• Ability to analyze and direct attention to accounts payable policies and procedures

Desired Qualifications

• Five years Accounts Payable experience.
• Experience with fund accounting or multiple departments.

Weeks

Full-Time/ Part-Time

Full-Time/ Part-Time Full Time

$39,798 annually

Open Date

Open Date 08/11/2026

First Consideration By

First Consideration By 09/16/2026

Closing Date

Open Until Filled Yes

Special Instructions Summary

Danville Area Community College

Please follow the links to access the following:

• Part-Time Positions – Only eligible for Paid Leave according to the PLAW Act.

Process vendor invoices against purchase orders. Research and reconcile any differences in information. Process vouchers and prepare checks for mailing.

Process Request for Payments. Ensure proper supporting documentation is attached with approval. Approve the request for payment in the system and complete checks for mailing.

Process credit card requests for pay. Ensure proper supporting documentation is attached with approval. Verify all documentation is entered into the system and visa payable and clearing accounts balance at the end of the month.

Examine account numbers of purchase orders and vouchers to ensure compliance with the Illinois Fiscal Management Manual and DACC Chart of Accounts.

Analyze budget transactions and direct attention to budget supervisors regarding accounts payable policies and procedures.

Reconcile vendor statements, checks, and other detailed information and notify the vendor of any discrepancies.

Monitor the check register and ensure all check numbers are accounted for.

Monitor purchase orders and investigate aging outstanding purchase orders.

Reconcile encumbrances to general ledger. Periodically, reconcile and balance encumbrances and payables to ledger.

Prepare and process the monthly Illinois sales tax return online by the due date.

Maintain a neat, efficient, and orderly filing system of all documents.

Prepare necessary ongoing internal and year-end external audit schedules.

Reconcile and monitor pre-travel advances to travel receipts and notify supervisor of any outstanding advances in a timely manner

Prepare the monthly CDC Food Reimbursement report online to ISBE .

Prepare annual CDC site and sponsor application for food reimbursement online.

Monthly interdepartmental journal entries – When departments “charge” another department at DACC , a journal entry has to be completed to allocate the expense to one department and the revenue to another department.

Review or create VCW vouchers in the AP systems and print the VCW checks.

Upload every check run to the bank for the purposes of Positive Pay, a fraud detection system. The position also checks each Positive Pay “exception” to see if the check should be paid or pulled.

Covers the Cashier position when needed.

Sends Child Support payments via online to the State Disbursements Office.

Run checks for student refunds and student stipends.

Request and monitor W9’s from vendors.

Report any new independent contracts to the State of Illinois monthly.

Maintain monthly utilities spreadsheet.

Maintain bond activity.

Sort and distribute mail.

Assume other duties and responsibilities as assigned.

Supplemental Questions

Documents Needed to Apply

Required Documents

• Resume

Optional Documents

• Cover Letter
• Transcripts 1
• Letter of Recommendation 1

Mission Statement

Danville Area Community College is committed to providing quality, innovative, and accessible learning experiences which meet the life-long academic, cultural, and economic needs of our diverse communities and the world we share.