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Accounting Representative-Facilities

Employer
Florida State University
Location
Tallahassee, FL

Job Details

Job Title: Accounting Representative-Facilities
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 46501
Department This position is part of the University Business Administrator's Program located in the Facilities Department.Equal Employment Opportunity An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.

FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdfResponsibilities Responsible for providing payables and financial accounting support to Facilities Financial Services.

Responsible for accurate and timely entry of Facilities Maintenance invoices into the department's work management system, AssetWorks (AiM), including proper account code assignment for each invoice line item. Audits invoices to ensure they meet guidelines of purchase orders and are in compliance with terms of service contracts. Ensures invoice payments are compliant with the University's invoice payment guidelines. Researches and resolves incorrect or missing invoices by communicating with outside vendors and internal staff as appropriate.

Monitors Facilities' service contract budgets to ensure fund availability to process invoice payments. Responsible for building Facilities purchase order and service contract invoice payment vouchers for transfer into the University's accounting system, utilizing specialized software designed to interface with OMNI Financials. Audits vouchers in OMNI to ensure the payment process to vendor is complete (check or EFT was processed). Responsible for resolving problems that arise with the payables interface process. Assures that balances of unpaid outstanding obligations are accurate and reportable to mid-level and senior management for reliance and decision making among alternative course of action. Conducts needed actions/activities and manages related records for this process.

Completes daily reconciliation of Facilities AssetWorks payables data transferred in the AP interface for accuracy to ensure data received in OMNI Financials balances to complete accurate vendor payments. Responsible for monthly reconciliation of Facilities Working Capital Trust Fund (clearing account) of all purchase order and service contract expenditures posted in OMNI ledger of accounts (approx 500 to 600 transactions).

Provides payable data for use in monthly Minority Business Enterprise (MBE) spending reports and for other accounting reports as requested by mid-level and senior management.

Maintains and controls integrity of Facilities Maintenance payable records using conventional document management coupled with departmental PDF vault imaging process. As needed, this position will run software functionality testing in the departments' work management "test environment" for AssetWorks software upgrades. Responsible for vendor address updates once changes have been detected in both the AssetWorks management system and the University's Central Vendor database.Qualifications Bachelor's degree or a combination of post high school education and experience equal to four years.

Ability to communicate effectively verbally and in writing.

Ability to establish and maintain effective working relationships.

Knowledge of applicable computer applications and basic computer functions.

Knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP)

Experience with Microsoft Word, Outlook, and Excel.Preferred Bachelor's Degree.

Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules, and regulations.

Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.

Experience performing accurately in a detail oriented environment.

Experience prioritizing, organizing, and performing multiple work assignments simultaneously.

Experience compiling, reviewing, and reconciling data for accuracy, completeness, and compliance.

Experience working with payables data.Anticipated Salary Range $28,000 - $32,000Pay Plan This is an USPS (University Support Personnel System) position.Criminal Background Check This position requires successful completion of a criminal history background check. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via myFSU > Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.Veterans' Preference Certain service members and veterans, and the spouses and family members of the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to http://hr.fsu.edu/?page=ers/application/application_veterans_preference, or call FSU Human Resources at (850) 644-6034.

IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.Tobacco Free Campus Effective January 1, 2014, tobacco use, including simulated tobacco use, is prohibited on property, interior and exterior, owned or managed by Florida State University. This policy applies to all Florida State University students, employees, consultants, contractors, visitors, and external individuals.Re-advertisement This position is being re-advertised. Previous applicants need not reapply.

Organization

Working at Florida State University

One of the nation's elite research universities, Florida State University — with the Carnegie Foundation's highest designation, Doctoral/Research University-Extensive — offers a distinctive academic environment built on its cherished values and unique heritage, welcoming campus on the oldest continuous site of higher education in Florida, championship athletics, and prime location in the heart of the state capital.

Combining traditional strength in the arts and humanities with recognized leadership in the sciences, Florida State University provides unmatched opportunities for students and faculty through challenging academics, cultural discovery and community interaction.

Underlying and supporting the educational experience at Florida State University is the development of new generations of citizen leaders, based on the concepts inscribed in our seal: Vires, Artes, Mores — Strength, Skill and Character.

Epitomized by recently named Rhodes Scholars Garrett Johnson and Myron Rolle — elite athletes and scholars committed to public service — and Joseph O'Shea — a campus and community leader as well as a top scholar — Florida State's 40,000 students are dedicated to academic excellence and providing leadership in our complex world.

Florida State University's 16 colleges offer more than 275 undergraduate, graduate, doctoral, professional and specialist degree programs, including medicine and law, covering a broad array of disciplines critical to society today. Each year the University awards over 2,000 graduate and professional degrees.

With its impressive breadth of leading graduate, professional and undergraduate programs, Florida State University is a demanding, intellectually stimulating, yet warm and caring environment for students and faculty. Recognized nationally for its commitment to diversity, Florida State University is a national leader in the number of doctorates awarded to African-American students and in the graduation rate of African-American undergraduates. Its College of Medicine and College of Law are ranked in the nation's Top 10 for Hispanic students.

Florida State University's arts programs — dance, film, music and theatre — rank among the finest in the world, offering an arts education comparable to leading conservatories. Its creative writing program is ranked among the nation's best and is home to the most consistently honored and published student body in the United States. Florida State is responsible for governance of the John and Mable Ringling Museum of Art and associated arts programs, one of the largest museum/university complexes in the nation.

Other programs consistently included in the top public university list include physics, chemistry, political science, psychology, criminology, public administration, library science, information, human sciences, business and law.

At the Ph.D. level, interdisciplinary programs draw on notable research faculty strengths that transcend the traditional disciplines, including neuroscience, molecular biophysics, computational science, materials science and research at the National High Magnetic Field Laboratory—home to the world's most powerful magnets.

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