Small Purchase Auditor
Position Number: 00044504
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 auditing and approving for payment small purchase vouchers. Responsibilities include: *Independently audit, approve and manage the volume and workflow of all vouchers submitted with a high level of accuracy and speed within five days of the date submitted to AP. *Perform a thorough audit of all vouchers submitted through PeopleSoft Financials from NC State 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 a thorough knowledge of policies and procedures and validating each expense, including specialized knowledge base of university spending guidelines, account code classification, allowable and unallowable expense for all university 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. *Identify and document vouchers that are not acceptable for AP approval. Communicate the issue to university personnel, providing assistance to bring about a timely resolution. *Determine payment action on approved vouchers to ensure compliance with university payment standards and ensure that AP meets the vendor's terms, taking any discounts when appropriate. Have a workable knowledge of sales tax laws and discounts in order to apply when necessary. *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 PeopleSoft Financial 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 determine the payment status of the voucher. *Provide assistance to university personnel regarding policies, procedures, and guidelines via telephone and email communications, keeping the university abreast of any changes. *Maintain and update knowledge of state, federal, and university policies and procedures to ensure accurate and consistent compliance. *This position is back-up to the travel auditor position which is responsible for auditing and approving travel reimbursements campus wide.
Department Required Skills: Excellent oral and written communication Microsoft Word and Excel experience. Accounts Payable and travel experience. Ability to provide excellent customer service. Highly organized. Experience using and working in a computerized environment/web based.
Preferred Experience, Skills, Training/Education: At least five years of financial and accounts payable/travel management and reconciliation experience through interpeting and applying policies, procedures and guidelines, auditing external invoices and reimbursements. Excellent communication skills with the ability to document and respond to inquires from university financial personnel. Experience using an online accounting system. Prefer experience using PeopleSoft Financial System/Payables and Travel. The ability to train university personnel on the use of the payables and travel systems. Ability to analyze and resolve problems independently and consistently. Ability to read, interpret and consistently apply policies, procedures and guidelines. Must be able to work in a high volume environment and have the ability to prioritize work assignments.
Necessary Licenses and Certifications: None
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 "www.wes.org":http//wes.org. 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.