Accounting Technician III

Accounting Technician III

The Accounting Technician III provides technical support and oversight to ensure departmental financial transactions and procedures comply with federal, state, and university laws, regulations, and policies. This includes purchase order creation and invoice processing for services needed by Facilities Management units; oversight and management of departmental cellular phones & telecommunications needs; processing of deposits for Facilities Management and its affiliates; and knowledge of compliance requirements for Federal uniform guidance, university and state fiscal rules, and other rules and regulations as applicable.

The position reports to the Assistant Director of Operations Accounting of Facilities Management Finance, and works closely with the entire Facilities Management team to provide high-level technical accounting support. The mission of Facilities Management Finance is to develop strong oversight and understanding of the departmental budget and to assist with the development of best practices which enable effective, accurate management of the financial policies, processes, and activities. Effective communication skills are required to articulate financial management plans, policies, and practices to the staff and other personnel. Successful execution requires extensive communication, coordination, and collaboration across many levels of the University.

This position is eligible for a hybrid schedule upon successful completion of training but will require regular on-campus presence.

Minimum Qualifications :

To be considered for this position, candidates must demonstrate in the application materials :

Three years of technical accounting or bookkeeping experience.

OR

Appropriate education in Finance, Accounting or Business will substitute for the required experience on a year-for-year basis (30 credits = 1 year of experience).

• Please note, unofficial or official transcripts must be attached with this application.

Preferred Qualifications :

The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position :

Bachelor's degree in accounting, finance, business administration, or related field.

Experience with Microsoft Excel, including formulas and formatting.

Demonstrated attention to detail and effective communication skills, both verbal and written, based on application materials submitted.

Working knowledge of financial practices within higher education institutions or government entities.

Experience with financial systems, specifically Kuali Financial Systems.

Experience with Integrated Workplace Management Systems, specifically AiM.

Directly related state service experience.

Essential Job Duties :

Job Duty Category : Purchase Order Creation / Implementation

Duty / Responsibility :

Create purchase orders in AiM, our Integrated Workplace Management System, and related requisitions in Kuali.

Evaluate spending to quantify annual purchasing needs, develop annual open purchase order list, and create purchase orders.

Create purchase orders as needed throughout the year as requested by Facilities Management departmental staff.

Determine best method for purchasing materials and services after request is received from the customer, including disbursement vouchers and payment requests.

Read and understand contracts, bids, and pricing agreements and creates purchase orders correctly.

Evaluate reports in AiM regarding shop spending and open or closed purchase requests

Submit reports to vendors and technicians regarding service requests and determines validity and proper submission.

Acquire appropriate and valid information for purchase orders

Communicate with technicians to ensure appropriate emergency processing

Navigate queries and reports within AiM and Kuali to ensure complete and accurate information

Validate vendor data within Kuali

Percentage of Time : 30%

Job Duty Category : Invoice Processing

Duty / Responsibility :

Verify service invoices for payment by performing multiple matches between invoice, receipt of services, AiM and Kuali. Submit invoices to Accounts Payable for final payment after verification approval.

Verify accuracy of invoice for price, purchase order number, vendor address, etc.

Communicate with customers and vendors and determines discrepancies. If found, takes action to remedy and resolve discrepancies prior to approving payment.

Evaluate reports in AiM to validate open purchase orders

Work with accounts payable to ensure invoices are paid. Determine correct PO and request cancellations of payment.

Evaluate the procurement mechanism that is appropriate for a service, and if they are inappropriate, determines alternative mechanism.

Evaluate and communicate with appropriate parties regarding an invoice or service that may be related to other areas at CSU.

Percentage of Time : 30%

Job Duty Category : Customer Service

Duty / Responsibility :

Provide oversight and guidance to vendors to ensure invoice timeliness and accuracy as well as purchase order validity. Provides updates to internal staff as deemed necessary.

Creates instructional standard operational guidelines to assist and train internal stakeholders such as technicians.

Provide vendors and technicians with updates on the status of requests.

Provide expertise to vendors and technicians regarding the validity of a contract, what is required, and pertinent information that must be included.

Provide technician contact information to vendors and facilitate communication between parties as needed.

Evaluate details regarding a service such as amount, location, requester, date requested etc., utilizing reports, and reviewing information, then determines if new quote is needed or invoice can be paid on existing purchase order.

Percentage of Time : 30%

Job Duty Category : Processing of Deposits

Duty / Responsibility :

Receive and verify validated deposits from multiple users including Area Accountants, FM Accounting Technicians, CSURF, etc.

Communicate with employees across campus and external customers to resolve discrepancies as they arise and work to resolve issues. Evaluate deposits to ensure proper ownership.

Create deposit documents in Kuali based on information received for deposit.

Log deposits into tracking workbook to include all pertinent information related to the deposit.

Submit deposits to the Cashier's office in a timeframe that meets established CSU guidelines.

Submit Accruals for both services and deposits

Request appropriate backup for deposits

Percentage of Time : 10%