Accountant (College of Veterinary Medicine)

Location
Kansas
Posted
Apr 13, 2017
Institution Type
Four-Year Institution

General Description of Position: The College of Veterinary Medicine is seeking applicants for an Accountant. This position is responsible for processing payment documents to multiple vendors as well as coordinating and administering the Department's travel reimbursement process. The successful candidate will coordinate the payment process for several BPC cards in the Department and is responsible for following state procedures regarding equipment purchases over $5,000 and ensuring state contract vendors are used when applicable.  Diversity and Inclusion: Kansas State University embraces diversity, and promotes inclusion in every sector of the institution. The university established the Office of Diversity, led by the associate vice provost for diversity and a dedicated staff.  Additionally, each college has a designated Diversity Point Person to provide insight and guidance.  

Kansas State University received the prestigious Higher Education Excellence in Diversity, or HEED, award from Insight Into Diversity magazine for the past three years.  Multicultural students account for 15 percent of our student population, a university record and continuing trend.

Job Description: Accounts Payable Payment Processing:

• Monitors departmental account balances to confirm that appropriately allocated funds are available for vendor payments

• Determines object codes and budget codes for invoices and completes a variety of payment documents for non-grant and grant funds including Agency Payment Vouchers, Interfund Vouchers, Business Procurement Cards, Encumbrance Forms, and Transfers of Payment

• Posts payment documents to the CVM accounting system accurately by project number, subgroup, and budget code

• Prepares cover sheet for all expenditures utilizing Foundation funds and forwards to Foundation Business Manager for processing

     o Cover sheet includes a full description of the event, attendee's names and titles, expenditure amount, funding source, and any other pertinent back-up documentation needed for timely processing

• Establishes and maintains documentation for payment and archival information

• Ensures prompt payment of invoices in order to maintain cohesive relationships with suppliers

• Audits vendor statements to ensure the correctness of charges and communicates with vendors regarding discrepancies Payment Cards

• Monitors and advises faculty and staff on the use of the payment cards

• Audits and reconciles the transactions on each statement

• Secures proper documentation

• Prepares voucher using correct funding source

• Ensures voucher submitted by Division of Financial Services (DFS) deadline Reporting

• Creates and compiles financial reports and spreadsheets as requested

• Assists Business Manager with fiscal-year end, compiling information for encumbrances, notifying faculty and staff of all deadlines, ensuring that all DFS deadlines are met

Accounting Support:

• Stays current on accounting policies and University/State regulations governing business practices for purchasing, traveling, and payment processes

• Instructs Departmental faculty and staff regarding accounting policies and University/State regulations governing business practices for purchasing, traveling, and payment processes

• Reviews open purchase orders and back orders that should be canceled or closed

     o Resolves any discrepancies with the purchasing center and/or vendor

     o Analyzes purchase orders for goods received but not invoiced and contacts vendor for invoices  

     o Compiles information for completion of encumbrance forms at fiscal year-end to ensure adequate funds are encumbered to meet the financial obligations for the Department

     o Prepares encumbrance forms and post into the CVM accounting system upon completion 

Travel Management:

Employee coordinates and manages travel needs for Anatomy & Physiology for faculty, staff, CVM groups, locums, interview candidates, etc.

• Consults and advises travelers of travel processes and regulations

• Facilitates domestic and international travel including

     o advance payment of registration for conferences/training programs

     o flights, rental car, and/or hotel reservations

     o travel cost comparison, as needed

     o submission of request for actual conference lodging to DFS as needed

• Determines if expenses are reimbursable and allowable and calculates appropriate per diem, hotel, transportation, and miscellaneous expenses according to State of Kansas travel reimbursement guidelines

• Reconciles and audits travel expenses and payment card statements

• Ensures proper completion of all travel requests, Business Travel Account Vouchers (for expenditures on business travel credit card) and Travel Payment Vouchers in a timely manner and acquires appropriate Department Head approval for each request and/or voucher

• Posts all travel documents to the CVM accounting system

• Organizes and maintains all department travel records for documentation, retrieval and archiving purposes

Purchasing:

Advises purchasing agents of University and State of Kansas purchasing policies and procedures

• Assists purchasing agents with the CVM accounting system as needed

• Places orders for books, manuscripts, submissions, and other items, ensuring funds available to support expenditure

• Adds new vendors to the purchase order system as requested by purchasing agents Assists faculty and staff with purchases over $5,000

• Compiles quote and specification information

• Completes purchase requisition and/or sole-source requests accurately and appropriately

• Obtains signatures and submits for purchasing approval

Inventory:

Manages and maintains all department inventory records

• Completes appropriate Division of Financial Services (DFS) documents to request a new property number for inventory additions

• Creates label with the property number and places label on the inventory item

• Enters pertinent equipment information into CVM accounting system making equipment easy to track

• Completes an annual audit of all inventory items for the accuracy of inventory placement and personnel management of item

• Assists personnel in inventory disposal options as needed

Required Minimum Qualifications: One year experience in professional accounting/auditing work. Education may be substituted for experience as determined relevant by the agency.  Other Requirements: -Ability to use calculators, personal computers and application software, specifically Microsoft Office
-Knowledge of State and University procurement procedures, and KSU -Financial Information System.
-Analytical and Customer Service Skills
-Ability to investigate difficult account issues
-Ability to exercise independent judgement 
-Excellent oral and written communication skills

Preferred Qualifications:

Bachelor of Science in accounting, business, finance or related field
Two to three years' experience in accounting/auditing. Education may be substituted for experience as determined relevant by the agency   Special Instructions to Applicants: Please submit an application along with a cover letter, resume and contact information for three professional references.  Screening of Applications Begins: Screening of applications begins immediately and will continue until the position is filled. Salary Range / Pay Rate: $ 29,556 – $ 44,335 annual salary Equal Employment Opportunity: Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees. Equal Employment Opportunity is the Law.  Background Screening Statement: In connection with your application for employment, Kansas State University may procure a Background Screen on you as part of the process of considering your candidacy as an employee.