Accounting Technician (Accounting Technician II) - Finance and Administrative Services, Accounts Payable Office

Job Summary:

The purpose of this position is to process a high volume of invoices for appropriateness of payment; obtaining payment approvals, data entry, matching, accrual of use taxes, interpretation and application of accounting policies and procedures, problem solving and extensive customer service contact. Auditing and reconciling accounts, including, but not limited to, Corporate Card reconciliation, vendor statement reconciliation, reporting and pulling files for auditors, etc.

Duties and Responsibilities:

Payment Processing, Compliance, and Financial Close

- Audits and processes purchase order invoices, direct payments, and travel reimbursements in accordance with state, university, and departmental policies. Responsibilities include verifying accuracy, compliance with funding sources, application of taxes or discounts, and appropriate approvals. Proactively identifies and resolves discrepancies by working with vendors, departments, and procurement staff to avoid payment delays. Monitors recurring or anticipated invoices to ensure timely receipt and processing, especially for ongoing services or utility payments. Provides back-up coverage for other accounts payable functions as needed to support continuity of service during staff absences or peak processing periods. Audits corporate card transactions for policy compliance, ensures proper supporting documentation is submitted, and coordinates resolution of violations or late submissions. Prepares and submits required tax accruals related to expenditures and ensures proper treatment of reportable payments. Supports closing activities by ensuring transactions are processed by deadlines and that accruals are recorded accurately. Applies relevant financial reporting standards and works collaboratively with other financial staff during year-end processing.

Data Entry and Financial Recordkeeping

- Enters and maintains payment data with a high degree of accuracy, ensuring that all transactions are properly supported, documented, and compliant with record retention and audit requirements. Exercises judgment in identifying errors and ensuring data integrity. Assists with internal and external audits by preparing, organizing, and providing supporting documentation as requested. Exercises discretion in maintaining high-volume workloads and prioritizes tasks to ensure deadlines are met while maintaining accuracy.

Vendor Coordination, Customer Service and Statement Reconciliation

- Supports vendor setup by collecting and verifying required tax forms and documentation to ensure compliance with reporting requirements. Maintains vendor records, ensures proper documentation for tax compliance, and responds to inquiries related to payment status or procedures. Handles sensitive vendor and financial information with discretion and ensures adherence to data privacy and security standards. Provides support and guidance to departments and vendors, acting as a liaison for resolving issues and maintaining positive working relationships. Regularly reviews vendor statements to identify outstanding balances or discrepancies, including following up on missing or duplicate invoices and maintaining documentation to support audit readiness. Provides guidance to departments on accounts payable procedures and may assist with training related to payment requests, direct payments, and travel reimbursement policies. Collaborates effectively with colleagues across accounts payable, procurement, and other finance-related functions to support smooth operations and resolve cross-functional issues.

Problem Solving and Policy Interpretation

- Requires frequent use of independent judgment to interpret and apply policies to non-standard or complex payment requests. Reviews unusual cases, recommends solutions, and may help refine internal procedures for efficiency and compliance. May provide input on updates to payment processes, procedures, or financial systems to support efficiency and compliance.

Payment Cycle and Audit Support

- Prepares scheduled payment runs, audits payment batches for accuracy, and ensures appropriate distribution and supporting documentation. Monitors for and resolves payment holds, errors, or mismatches. Coordinates check handling, including obtaining signatures and preparing payments for mailing or pickup, as needed.

Performs other classification related duties and responsibilities as assigned to support the operational needs of the accounts payable function.

Minimum Qualifications: Required Education and Experience

- Education: Any equivalent combination of education and experience which provides the required knowledge and abilities.
- Experience: Equivalent to three years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities.