Technical Records Specialist 2

Job Summary/Basic Function:

Provides technical support for programs and organizational activities to convey information, determine compliance, and resolve controversial situations; acts as a resident expert in the implementation and maintenance of technical program guidelines; perform related work.

Department Overview:

Come join our team! The Bronco Shop is looking for a reliable and detail-oriented Technical Records Specialist. Do you know how to process payments, review invoices, and create reports? Then this entry-level role is your step in the door at Boise State! As a Boise State employee, you can even take advantage of the Tuition Waiver benefit among other great and sought-after benefits. Visit the link in our bio to learn more about the role and apply today.

Level Scope:

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Essential Functions:

60% of Time the Technical Records Specialist 2 must:

• This class is distinguished from the Technical Records Specialist 1 by the requirement for the use of judgment, discretion, and interpretation of a variety of complex guideline policies and procedures for different programs within a related field. The incumbent is responsible for the final work and any consequence of error. The work requires extensive knowledge of department programs and objectives. The program knowledge is of such a complex nature that it typically takes new incumbents a substantial amount of time to learn. Incumbents function with considerable independence and exercise discretion in applying policies and procedures.
• Incumbents perform complex and difficult program support functions for multiple or highly specialized programs. Incumbents have the authority, knowledge, and judgment to devise solutions that fall outside existing policies and procedures. The work requires problem solving and negotiation skills with authority to act on decisions made. Incumbents serve as a program expert; and provide guidance and assistance regarding complex program rules and regulations to office staff and external customers. Due to the nature of the work, incumbents have frequent contact with internal and external customers, which requires good public relation skills. Incumbents function with considerable independence and exercise discretion in applying policies and procedures. The work requires extensive knowledge of department programs and objectives. Incumbents may supervise support staff or perform leadwork duties.

40% of Time the Technical Records Specialist 2 must:

• Process payments to vendors weekly for inventory and non-inventory purchases, utilize vendor statements and ERP system reports to ensure proper/timely payments
• Review invoice/credit memos for accuracy and timely posting.
• Enforce and maintain compliance with all Accounts Payable policies and procedures.
• Daily follow-up with vendors regarding credit balances when the vendor is unresponsive.
• Reconcile vendor invoices with matching credit memos to clear the system and make write-off recommendations.
• Ensure/review invoices for proper authorization as established by University guidelines. Utilize system tools to calculate costs by department at month end.
• Generate monthly reports to reconcile Accounts Payable sub-ledger to daily transactions, and create /enter appropriate journal entries to reconcile OFC to subsystem activities.
• Resolve any system discrepancies by working with ERP tech support
• Communicate effectively with buyers and managers to resolve outstanding issues regarding orders and payments
• Generate written correspondence internal and external, and troubleshoot to resolve discrepancies with vendors via phone/email
• Perform other duties as assigned. 

Knowledge, Skills, Abilities:

• Some knowledge of: supervisory practices and data management.
• Experience: conducting sensitive fact finding interviews; storing, retrieving and compiling information in a report format using database software and using spreadsheet software.

Minimum Qualifications:

Experience: monitoring record systems to identify and correct errors; interpreting, explaining, and applying laws, regulations, and complex policies for multiple or highly specialized programs; analyzing information and researching a variety of sources to identify and resolve problems or issues; dealing with individuals from varying cultural and socio-economic backgrounds in stressful situations; entering and retrievi