Part time-Office and Accounts Payable Support

New Jersey Institute of Technology; Newark (NJ); On-site; USD 37,000 - 51,000; Part time

Job summary

New Jersey Institute of Technology in Newark, NJ is seeking a Part-time Office and Accounts Payable Support to assist central staff, cover the reception desk, and perform a range of admin duties.

The role includes office management, procurement support, invoicing in Workday, reviewing invoices for compliance, coordinating with Purchasing and Accounts Payable, and maintaining records.

Qualifications

• Associate degree in a related business field or a minimum of three to five years of experience in accounts payable, accounting, or administrative office support.
• Strong proficiency in Microsoft Office Suite, specifically Word, Excel, Outlook, and Teams.
• Experience with Adobe, PDF forms, SharePoint, Workday ERP systems, or similar software is a plus.

Responsibilities

• Provide administrative support to central staff and perform a variety of administrative duties for the office as needed, including reception desk coverage.
• Provide Office Management support, including maintaining office inventory, ordering supplies, maintaining office equipment, maintaining office storage and files.
• Work with building management on maintenance of office space, including coordination and scheduling repairs.
• Enter purchase requisitions into Workday for procurement of goods and services.
• Receive, track, log and process invoices for payment and review invoices for compliance with university, NJTPA and federal procurement policies.
• Coordinate with staff, NJIT Purchasing, Accounts Payable and vendors to track purchases, receipt of goods and services, invoices and payments.
• Assist finance account managers with receiving and logging contractual and subrecipient invoices and review supporting documentation and invoice payment processing.
• Assist with entering purchase requisitions for contractual projects as needed.
• Assist with maintenance of finance and administration departmental records including scanning, filing, organizing and archiving.

Skills

Microsoft Office Suite

Word

Excel

Outlook

Teams

Communication skills

Time management

Organizational skills

Education

Associate degree in related business field

3–5 years experience in accounts payable or administrative support

Tools

Adobe

PDF forms

SharePoint

Workday ERP systems

Job description

Position Title: Part time-Office and Accounts Payable Support

Reports To: Sr. Dir, Finance & Admin

Position Summary

Provide administrative support to central staff and perform a variety of administrative duties for the office as needed, including providing coverage to the office reception desk and other duties as required.

Provide Office Management support, including maintaining office inventory, ordering supplies, maintaining office equipment, maintaining office storage and files and other duties as required.

Work with building management on maintenance of office space, including coordination and scheduling repairs.

Enter purchase requisitions into Workday for procurement of goods and services. Receive, track, log and process invoices for payment. Review invoices for compliance with university, NJTPA and federal procurement policies.

Coordinate with staff, NJIT Purchasing, Accounts Payable and vendors to track purchases, receipt of goods and services, invoices and payments.

Assist finance account managers with receiving and logging contractual and subrecipient invoices. Assist with review of supporting documentation and invoice payment processing.

Assist with entering purchase requisitions for contractual projects as needed.

Assist with maintenance of finance and administration departmental records including scanning, filing, organizing and archiving.

Essential Functions

Provide administrative support to central staff and perform a variety of administrative duties for the office as needed, including reception desk coverage, office management support, procurement support, invoice processing, records management, and related administrative duties.

Pre-Requisite Qualifications

• Education: Associate degree in a related business field or a minimum of three to five years of experience in accounts payable, accounting, or administrative office support.
• Experience: Strong proficiency in Microsoft Office Suite, specifically Word, Excel, Outlook, and Teams. Experience with Adobe, PDF forms, SharePoint, Workday ERP systems, or similar software is a plus.
• Candidate must possess strong written and oral communication skills, time management and organizational skills, and the ability to manage multiple competing priorities simultaneously. Must be a self-starter with strong problem-solving and decision-making abilities.

Compensation

• Part-Time Position
• $32.00 per hour

At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Pay Range

Range: Hourly Employees

FLSA: Non-Exempt

Time Type: Part time

Pay Rate: Hourly

Additional Information

As an EEO employer NJIT is committed to building a diverse and inclusive teaching, research, and working environment and strongly encourages applications from individuals with disabilities, minorities, veterans, and women.

Employment at NJIT is subject to the provisions of New Jersey First Act which mandates new employees, who are not NJ residents, to establish primary residence in New Jersey within one year of their appointment to certain positions. The law does not apply to any individual employed at NJIT on a temporary or per semester basis as a visiting or adjunct professor, teacher, lecturer, researcher or administrator. For more information on the act please click here.

If special accommodations are needed in applying for a position, please visit the Department of Human Resources located in Fenster Hall, 5th Floor, University Heights, Newark, NJ 07102 or call [phone]. If you have questions, please email the Human Resources Department at [e-mail].

Information regarding NJIT campus security, personal safety, and fire safety including topics such as, disciplinary procedures, crime prevention, NJIT Police law enforcement authority, crime reporting policies, and crime statistics for the most recent three year period is available on the NJIT Department of Public Safety here.

NJIT is an E-Verify employer and uses E-Verify to confirm work authorization of each new hire.