Image & Disbursement Services Coordinator

Feb 04, 2017
Institution Type
Four-Year Institution

Position Number: 00041104

Primary Function of Organization Unit: North Carolina State University has approximately 1.4 billion dollars of spend per year and the Controller's Office touches all aspects of campus life from student refunds to financial reporting. The Office of University Controller is directly responsible for the following activities as they relate to the financial management of North Carolina State University: 1) General accounting (chart of accounts maintenance) and financial ledger management 2) Asset management 3) Cash management and banking including (payment card industry oversight and merchant services) 4) Payroll processing 5) International Compensation and Taxation - vetting of non-resident alien transactions 6) Payables (small and large purchases) and vendor management 7) Travel reimbursements 8) Non-student receivables and billing 9) General cash receipts and wire requests 10) Tax filings (990's, 1099's, 1042-S's, W-2's, 941's, multi-state taxation and general taxation) 11) Financial reporting (CAFR and University Financial Statements), and audit liaison (with the Office of the State Auditor) 12) Imprest accounts and auxiliaries 13) Student and HR system integration to financials 14) Both internal and campus-wide training 15) Reconciliation of bank accounts and key General Ledger accounts 16) UNC Business Process Administration 17) Evaluation of Internal Controls 18) NCAS Reconciliation The division interacts with the Office of State Controller and State Treasurer's Office in regards to cash management and maintenance of the University's NCAS file, and banks, credit card vendor/servicers and other external regulatory agencies.

Essential Job Duties: This position is responsible for coordinating the Disbursements Processing Unit in the Accounts Payable Office. This position supervises one Administrative Support Specialist. The Coordinator is expected to plan, organize and monitor the work flow in the unit; identify and resolve problems involving personnel and work; and inform the Invoice Processing Manager on a weekly basis of any problems and on the status of the unit. Responsibilities include: *Audit and approve priority small purchase vouchers received and/or scanned by campus personnel or Accounts Payable. Perform an audit of all vouchers submitted through PeopleSoft Financials from colleges, departments, and auxiliary units, applying a thorough knowledge of state, federal and university policies, procedures, and guidelines, ensuring university compliance. Ensure accuracy and compliance to University, state and federal policies, procedures, and guidelines governing payments for purchases and services. *Maintain thorough knowledge of policies, procedures and guidelines when validating each expense, including specialized knowledge of university spending guidelines, account code classification, allowable and unallowable expense for all funding sources and vendor classification (employee/non-employee/student/non-resident alien) policies. Verify and ensure that documentation requirements have been met and required supporting documentation is present to support the expense and charged to the correct projects and account codes. *Prepare Accounts Payable express (manual) checks and ensure that vouchers are approved and properly documented. Verify the check data in the Financial System. Confirm that all checks are safeguarded during the check writing process. Run special reports within the Financials System Report Manager to guarantee that all checks have been issued and printed. *Monitor and process incoming invoices. Ensure that all invoices are batched, scanned and indexed within 24 hours using the Onbase Imaging System. Confirm the image quality and monitor the re-scan and batch filing process. *Monitor the check distribution and adjustment process daily. This position confirms incoming checks are received and distributed within 24 hours and safeguarded at all times. Returned and voided checks should be recorded and processed within two-three business days. *Void, reissue and cancel AP checks written in the Financial System following procedural requirements. Prepare void check register monthly and reconcile to the Financial System. *Monitor the electronic processing of voucher supporting documentation using the Onbase Imaging System to assure that images scanned in by the campus community are flowing into the system for processing. *Maintain all records for the Accounts Payable Office, which includes, the prepping, scanning, batching, indexing, filing and archiving of all Small Purchase, Purchase Order, Voids, Travel, Travel Reconciliations and JV documentation. *Prioritize and complete assignments in order to meet pay cycle schedules, deadlines and /or known job schedules to include express check request and end of month cut-off. Assignments are to be independently prioritized daily, determined by posted schedules, workload and supervisor's request. *Provide technical assistance to university personnel utilizing the Vouchers and Vendor Maintenance module. Provide direction and assistance to campus personnel on how to correct system problems, close/delete vouchers and payment inquiry.

Minimum Education/Experience:

Department Required Skills: * Excellent oral and written communication * Microsoft Word and Excel experience. * Previous Accounts Payable experience. * Ability to provide excellent customer service. * Highly organized. * Experience using and working in a computerized environment/web based. * Ability to assist campus personnel with payment status and audit issues. * Ability to work in a high volume environment and have the ability to prioritize work assignments. * Ability to analyze and resolve problems independently and consistently. * Ability to read, interpret and consistently apply policies, procedures, and guidelines.

Preferred Experience, Skills, Training/Education: * Two-year accounting/business degree preferred. * At least five years of financial and accounts payable experience through interpreting and applying policies, procedures, and guidelines, auditing external invoices and reimbursements. * Excellent communication skills with the ability to document and respond to inquiries from university financial personnel. * Experience using an online accounting system. Prefer experience using PeopleSoft Financial System/Payables. The ability to train university personnel on the use of the payables systems.

Necessary Licenses and Certifications: n/a

AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "":http// Degree must be obtained prior to start date.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

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