Administrative Assistant/Accounts Payable

Thomas College; Waterville (ME); On-site; USD 24,796 - 33,062; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Disability insurance

403(b) matching

Paid vacation

Paid sick leave

Holidays

On-site gym

Employee tuition benefits

Spouse & dependents

Job summary

Thomas College in Waterville, Maine, is seeking an Administrative Assistant to support Financial Affairs, Accounting, and Human Resources. The role focuses on processing accounts payable, maintaining GAAP-compliant records, and providing reception support.

This is a full-time, hourly position offering opportunities to work on special projects, prepare funds or PO requests, and manage reports and filing tasks in a collaborative office environment.

Qualifications

• Associates Degree in Accounting or 2-4 years experience with computerized accounts payable systems.
• Office administration experience preferred.
• Knowledge of IES and/or third party payment platforms preferred.
• Intermediate computer skills in Word, Excel, and Outlook.

Responsibilities

• Process Accounts Payable and assist in integration of new AP system.
• Monitor AP system and resolve discrepancies to GAAP.
• Manage monthly reconciliations and vendor purchase orders.
• Handle office reception duties, filing, and report preparation.
• Support Funds Requests/PO requests and mail/Documents filing.

Skills

MS Word

MS Excel

MS Outlook

GAAP basics

Interpersonal skills

Education

Associate degree in Accounting

Tools

IES

Payment platforms

Job description

Description

Thomas College, located in beautiful Waterville, Maine, is defining what it means to be the College of the Future. With a strong commitment to innovation, career readiness, and community partnerships, Thomas College is consistently ranked by U.S. News & World Report as one of Maine's top colleges for social mobility. Our distinctive Guaranteed Job Program, accelerated undergraduate degrees, and flexible graduate programs empower students to advance faster in business, entrepreneurship, education, technology, applied STEM, and arts & science fields. At Thomas, belonging isn't a buzzword; it's a promise. We create a supportive, welcoming environment where every student is seen, valued, and prepared to thrive in a rapidly changing world. For more information visit Thomas.edu.

The Administrative Assistant position will provide support to Financial Affairs, Accounting and Human Resources by assisting in the day-to-day operations of the office and serving as the office receptionist. Additionally, the position is solely accountable for the processing and maintaining of timely and accurate accounts payable and all pertinent accounting records consistent with College policy and generally accepted accounting principles (GAAP).

This is a full-time, non-exempt, hourly position.

The chosen candidate will serve as office receptionist. Run various reports and maintain various spreadsheets. Assist with special projects. Prepare Funds Requests/PO requests. Filing (both electronic and hard copy) and ensuring that employee personnel files are accurate and complete. Mail sorting/distributing. Process student refund checks weekly.

Process Accounts Payable

• Provide support and assist in integration of new Accounts Payable system
• Monitor new Accounts Payable system
• Promptly research (both internally and externally) all discrepancies with vendor payments to ensure compliance to both college policies and GAAP.
• Manage monthly reconciliations
• Manage office supply system.
• Manage vendor purchase orders.
• Manage disbursement of petty cash funds.

Most of the time spent performing the functions of the position are done at a computer workstation. Must be able to sit at a workstation and key for up to 7.5 hours a day 5 days a week.

Must have intermediate computer skills in Word, Excel, and Outlook. Basic knowledge of accounting. Ability to work in a fast-paced environment and ability to multi-task effectively. Good interpersonal and communication skills; ability to work effectively with faculty, staff, job applicants, and vendors. Ability to work independently as well as part of a team.

Associates Degree in Accounting or a closely related field or 2 - 4 years experience with computerized accounts payable systems. Office administration experience preferred. Knowledge of Intuit Enterprise Solutions (IES) and/or third party payment platforms preferred.

Thomas offers a competitive benefits package to include:

• Medical insurance
• dental insurance
• life insurance
• disability insurance
• 6% 403(b) matching plan
• paid vacation
• paid sick leave
• thirteen paid holidays
• on-site gym
• meal discounts and free tuition for employees
• spouse and dependent children.

Thomas College is an equal opportunity employer.

Thomas College's mission is to prepare students for success in their personal and professional lives, and for leadership and service in their communities.