Accounts Payable Technician

Location
Seaside, California
Posted
Apr 06, 2017
Ref
MB2017-TD2302
Institution Type
Four-Year Institution

Accounts Payable Technician

(Accounting Technician III)

MB2017-TD2302

Apply Today!  Open until filled.  Application Screening Begins:  Friday, April 21, 2017

PURPOSE:

Under the general supervision of the General Accounting Manager and the day-to-day work direction of the Accounts Payable Team Lead, the Accounts Payable Technician performs a wide variety of financial record-keeping duties requiring considerable judgment, initiative, and independence.  The incumbent has primary responsibility for providing technical support for the accounts payable function and assists with payroll as needed, using a comprehensive knowledge of financial record-keeping methods, procedures, and practices and a basic knowledge of Generally Accepted Accounting Principles (GAAP).

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

  1. Maintains payable records, including Travel.  Accurately tracks LEGAL and GAAP accruals at year end for financial reporting.
  2. Reviews payment requests and invoices prior to vouchering for accuracy and against historical payment information to avoid processing a duplicate payment request.  As applicable, ensures payments comply with the terms of the contract and do not exceed the amount of a Purchase Order without proper authorization.  Ensures correct account is used.  Reports any payment on sensitive equipment and Capital Asset to Property.  Audits and reviews documents for accuracy, validity, and adherence to standards and policies.  Investigates discrepancies and takes necessary corrective actions.
  3. Cross reviews Control Reports, a grouping of similar vouchers, and runs processes including but not limited to Match Process, Budget Check, and Post Vouchers.
  4. Monitors and reviews Vendor Data Records and takes appropriate action for updating withholding status, name and address changes, etc.
  5. Communicates established university and system-wide policies and procedures as well as pertinent state and federal regulations to faculty, staff and the general public, including those that require extensive interpretation. Composes correspondence regarding accounts payable and other accounting matters, as needed. Provides good customer service by building rapport with employees and vendors by providing courteous and friendly service.
  6. Creates journal entries and journal uploads, i.e. Business Travel Account, Procurement Card, Office Max, and Use and Sales Tax, etc.
  7. Reconciles clearing accounts, such as: Use and Sales Tax, Travel and Salary Advances, Open Items Reconciliation (receivables for travel & salary advances), Travel - Cash Posting Orders, Travel Credit Accounts, and Accounts Payable Obligations (State Administrative Manual 18A reconciliation).  Through the Common Financial System (CFS), deducts the proper taxation and pays the tax authorities.  Processes tax reporting monthly, quarterly and annually.
  8. Compiles data, creates, and maintains more complex spreadsheets used in the preparation and generation of financial reports and/or analysis. Creates, troubleshoots, modifies, runs, analyzes and exports advanced queries.
  9. Stays abreast of tax law changes that are applicable to Accounts Payable.  Through the Common Financial System (CFS), deducts the proper taxation and pays the tax authorities.  Processes tax reporting monthly, quarterly and annually.
  10. Processes state claims with the State Controller’s Office after getting approval from the Chancellor’s Office and verifying that there is enough allocation available with the state prior to sending.

Other Functions:

  1. Provides backup for the Payroll Department as needed to cover extended absences of payroll staff
  2. Participates and contributes materials, such as PowerPoint presentations, for the Business Operations Forum and year end workshop.
  3. Contributes to CFS training and system upgrades. Works closely with systems analysts to improve campus financial systems. Assists in other areas of the accounting department, including Travel, General Ledgers, Accounts Receivable, and Cash, as needed, including cross-training and backfill needed of vacancies, and short-term absences.  Is a team player to assure that campus and system-wide accounting deadlines are met. Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Comprehensive knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices; and basic knowledge of Generally Accepted Accounting Principles.

Ability to: read and write English at a level appropriate to the position; post numbers rapidly and accurately; maintain accounting records for funds, programs, or activities involving multiple transactions; analyze and interpret accounting/financial data; compile, verify and reconcile, or read and interpret computer-generated reports; follow directions; interpret and apply applicable rules, regulations, and policies; identify, trace, investigate and resolve errors and discrepancies; apply accounting procedures and practices to the analysis of basic accounting problems; apply problem solving techniques in finding solutions to basic accounting problems; work independently; make sound decisions and recommendations regarding accounting activities; use current computer word processing and spreadsheet software programs, web browser, query tools, integrated financial systems and/or other types of records management systems.  Establish and maintain effective working relationships with others; exercise tact, courtesy, alertness and good judgement in responding to others.

MINIMUM QUALIFICATIONS:

Equivalent to four years of progressively responsible financial record-keeping experience or a combination of education and experience which provides the required knowledge and abilities.

SPECIALIZED SKILLS REQUIRED:

Working knowledge of accounting practices.  Accounts payable experience working with computerized accounts payable systems.  Ability to exercise sound judgment, initiative, and independence to achieve results.  Excellent customer service skills.  Ability to qualify for a fidelity bond.  Thorough knowledge of office systems; proficient in Excel and computerized accounting systems.  Demonstrated ability to address the essential functions associated with this position including knowledge, skills and abilities identified above.

PREFERRED QUALIFICATIONS:

Bachelor’s degree in business-related field.  Four (4) years of accounts payable experience working with computerized accounts payable systems.  Experience in an educational or governmental environment.  Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent financial information system; Microsoft Office Professional Suite, and Google mail and calendaring programs.  Highly desirable: Demonstrated understanding of and commitment to CSUMB’s Vision Statement

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

  • A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with CSUMB.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
  • The person holding this position is considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.
  • This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
  • This position has been designated as a sensitive position with access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards).
  • Ability to periodically work evenings and weekends to meet deadlines.

WORK ENVIRONMENT:

Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.

SALARY:

Anticipated hiring salary in the mid $3,000s/month. For salary range info see: Salary Range information. CSUMB offers an attractive employee benefits package, CSU Benefits R07. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.

APPLICATION PROCEDURE:

For full consideration, submit the required documents by 5:00 p.m. on the priority screen date listed above.  For assistance or if you require an accommodation, please call (831) 582-3389.  For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). 

TENTATIVE RECRUITMENT TIMELINE:                   

Week of April 24 – Interviews 

CSU Monterey Bay is an Affirmative Action/Equal Opportunity Employer.  We consider qualified applicants for employment without regard to:  Age, Disability, Race or Ethnicity, Gender, Gender Identity or Expression, Nationality, Religion, Sexual Orientation, Genetic Information, Veteran or Military Status.

All employees must be eligible for employment in the U.S.