Administrative Assistant/Accounts Payable

The Chronicle Of Higher Education, Inc.; Benton (ME); On-site; USD 32,000 - 34,000; Full time

Job summary

Thomas College seeks an Administrative Assistant to support Financial Affairs, Accounting and Human Resources and act as the front desk receptionist. The role handles accounts payable processing, reports, and filing, ensuring GAAP compliance and timely records.

Responsibilities include system integration for AP, vendor inquiries, reconciliations, and daily office tasks. Requires an associate degree in accounting or 2–4 years' experience and strong MS Office skills.

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.
• Ability to work in a fast-paced environment and multi-task effectively.

Responsibilities

• Process Accounts Payable.
• Monitor new Accounts Payable system.
• Research discrepancies with vendor payments to ensure GAAP compliance.
• Manage monthly reconciliations.
• Manage vendor purchase orders and disbursement of petty cash.
• Prepare Funds Requests/PO requests and filing.
• Process student refund checks weekly.

Skills

Multi-tasking

Interpersonal communication

Organizational skills

Attention to detail

Education

Associates Degree in Accounting or 2-4 years experience

Tools

Word

Excel

Outlook

Intuit Enterprise Solutions (IES)

Third party payment platforms

Job description

Job Type

Full-time

Description

Thomas College, located in beautiful Waterville, Maine, is definingwhat it means to be the College of the Future. With a strongcommitment to innovation, career readiness, and communitypartnerships, Thomas College is consistently ranked by U.S.News & World Report as one of Maine’s top colleges forsocial mobility. Our distinctive Guaranteed Job Program™,accelerated undergraduate degrees, and flexible graduate programsempower 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 asupportive, welcoming environment where every student is seen,valued, and prepared to thrive in a rapidly changing world. Formore information visit Thomas.edu.

The Administrative Assistant position will provide support toFinancial Affairs, Accounting and Human Resources by assisting inthe day-to-day operations of the office and serving as the officereceptionist. Additionally, the position is solely accountable forthe processing and maintaining of timely and accurate accountspayable and all pertinent accounting records consistent withCollege 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 variousreports and maintain various spreadsheets. Assist with specialprojects. Prepare Funds Requests/PO requests. Filing (bothelectronic and hard copy) and ensuring that employee personnelfiles are accurate and complete. Mail sorting/distributing. Processstudent 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) alldiscrepancies with vendor payments to ensure compliance to bothcollege 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 aredone at a computer workstation. Must be able to sit at aworkstation 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-pacedenvironment and ability to multi-task effectively. Goodinterpersonal and communication skills; ability to work effectivelywith faculty, staff, job applicants, and vendors. Ability to workindependently as well as part of a team.

Associates Degree in Accounting or a closely related field or 2 – 4years experience with computerized accounts payable systems. Officeadministration experience preferred. Knowledge of Intuit EnterpriseSolutions (IES) and/or third party payment platformspreferred.

Thomas offers a competitive benefits package to include: Medical insurance, dental insurance, life insurance, disabilityinsurance, 6% 403(b) matching plan, paid vacation, paid sick leave,thirteen paid holidays, on-site gym, meal discounts and freetuition for employees, spouse and dependent children.

Interested applicants should submit a cover letter, resume and names of three professional references. Please include an emailaddress on your application materials.

Thomas College is an equal opportunity employer.

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

Salary Description

$23.00 to $25.00/hr