Provide daily check run (in rotation): Run, review and reconcile SCT control reports; Affix backup data >$5000 checks and secure manual signatures; Fold and stuff all checks including any enclosures; Distribute checks to mailing and cashier for pickup. Coordinate check production as required with other departments performing independent entry of payment data via SCT forms (bookstores; LIbrary; Dining Services).
Input payment data as received from College depeartments (vouchers) and Purchasing (invoices and statements) with attention to 1099 tax data, discount terms, due dates and accounting coding; Code input documents for cross reference in filling.
File all input backup by alpha and origin date and maintain integrity of files for required research by department staff and other College users.
Maintain master vendor database files with respect to tax data, all relevant addresses, and established data standards for person and entity records.
Manage any requested and required check replacements and stop payments and resolution of non-payment resulting from data entry or system processing issues.
Provide payment history information as requested to College departments and outside vendors.
Enter all hourly itme and work order/cost center data from Facilities Management and Custodial Personnel into AS 400 payroll subsystem dailiy (in rotation).
Prepare and pay, in coordination with Cashier, Vermont Sales and Use Taxes.
As required, prepared and pay manual checks for the separate operating accounts of President and Friends of Middlebury College.
Assist in annual internal audit of departments performing independent entry of payment data (Bookstore; Library; Dining Services).