Accounting Technician (Accounting Technician II), FAS-Accounts Payable Office

 

Job Summary:

Independently coordinate a high volume of invoices to ensure payment accuracy and compliance by obtaining necessary approvals, performing data entry and matching, applying use tax accruals, and interpreting accounting policies and procedures. This position requires proactive problem-solving and extensive customer service contact. Responsibilities include but are not limited to auditing and reconciling accounts, such as Procard and vendor statements, as well as supporting audit processes by preparing reports and retrieving files as needed.

Duties and responsibilities:

Generate a variety of direct vendor payments for the assigned Sponsored Program invoices, payment requests, stipends, etc.:

Invoices associated with Purchase Orders: 

• Responsible for auditing Sponsored Program invoices against purchase orders and receiving records, ensuring accuracy of vendor information, product descriptions, order quantities, unit prices, and extended prices.
• Verify freight terms on purchase orders and follow established guidelines for the payment of freight in accordance with basic campus policies.
• Review payment terms, identify discounts and apply to payments within allowable time frames.
• Must apply applicable State Administrative Manual regulations, State Controller Office regulations, Chancellor Office, and auxiliary policies as required to the payment of these invoices.
• Identify product and service purchases requiring the calculation of sales and/or use tax. Calculate the percentage taxable, and appropriately record the tax in the Accounts Payable system.
• Validate the remittance information to ensure payment is delivered to the correct payee address.
• Review match exceptions on a semiweekly basis. Under general supervision, take appropriate action, which may include contacting Purchasing or Receiving, or the vendor for clarification, or reaching out to the ordering department for additional information.
• Take independent action on correcting those match errors within Accounts Payable jurisdiction.

Direct Expenditure Payment Requests and Non-PO based Payments:

• Audit direct expenditure payment requests for all grant payments/sponsored programs award payables to check if allowable within State and campus guidelines and policies.
• Review justification/purpose and determine if adequate information has been provided, using precedent and university policies to explain the benefit to the university.
• Verify any required backup documentation and signature authorization on requests, following standard protocols.
• Confirm if Purchasing or Accounts Payable (AP) manager approval is required and obtained.
• Identify and apply applicable sales or use tax to purchase.
• Ensure standard compliance by verifying any applicable documents (registration, permit, license fee, subscription, membership, or other forms) were completed by requesting department and ready for submission with a check to the vendor.
• Monitor assigned direct expenditures that are received regularly (monthly, quarterly, or annually - such as utilities) where ongoing approval has been established from the department in memo form to Accounts Payable.
• Ensure anticipated invoices are received and audited to specific associated guidelines.
• Independently identify and resolve routine issues with invoices, ensuring missing invoices are obtained and paid before established due dates.
• Responsible for auditing independent contractor payments to ensure proper protocol has been followed by requesting department.  
• Understand, interpret, apply, and explain applicable State Controller, Chancellor Office, and auxiliary polices related to accounts to staff, faculty, and outside vendors. Make sound independent decisions in terms of applying policies.
• Assist in reconciling travel, employee expenses, and procurement card charges (P-Card) and help in basic training of campus stakeholders, using established processes.

Accruals and Closing

Processes payment requests and invoices for timely closing.  Handles accruals at year-end.

Procard Reconciliation

• Audit and reconcile routine P-Card statements, review supporting documentation to ensure allowable expenses are in line with campus guidelines and policies.
• Coordinate with Procurement to confront late reconciliation, policy violations, and card suspensions.
• Review sales taxes and complete use tax accruals when necessary.
• Submit monthly use tax accrual spreadsheets for reporting in adherence to standard reporting practices.

Data Entry

• Create vouchers (Purchase Order Vouchers, Regular