General Information
| Job Description | BLANK AST 3 | Working Title | Accounting Assistant III - Supplier Maintenance |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Accounting Dept - D01100 | Department Head | Asirra Suguitan |
| Supervisor | Aver Smith | Effective Date | 04/08/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the general supervision of the Accounts Payable Supervisor, the Accounting Assistant III is responsible for performing moderate to complex duties related to the timely, accurate addition and maintenance of the University of California Riverside (UCR) supplier database using Oracle Cloud Financials. The Accounting Assistant manages the supplier add and change process, including determining the supplier tax classification and the income code assignment. The Accounting Assistant maintains and administers the Accounts Payable/Purchasing master file to ensure the integrity and accuracy of the data base. Using a good understanding of Internal Revenue Service (IRS) tax classifications will certify supplier information through the collection and review of IRS tax forms. Acts as UCR's supplier liaison and provides assistance as needed to external customers (suppliers) and internal Community department customers by establishing and maintaining supplier data. Maintains quality relationships with suppliers and customers while having a broad understanding of information technology and the ability to adapt and constantly learn new technologies relating to supplier maintenance. Provides supplier technology support. Extracts and prepares supplier and invoice queries for various uses. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Degree, or progress towards, in Accounting or related field. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of related experience; or an equivalent combination of education and/or experience. | Required |
| Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the customer while adhering to policy/procedures. | Required |
| Knowledge of supplier/vendor relations, processes and methodologies.Experience working with databases and customer service portals. | Required |
| Experience participating, developing, and/or implementing process improvements. | Preferred |
| Demonstrated experience with Oracle Cloud Financials Procure to Pay | Preferred |
| Demonstrated experience with UCR Cash Collection, reporting and Reconciliation System (CCRRS). | Preferred |
| Experience operating effectively in a deadline-sensitive and customer-service oriented environment | Preferred |
| Experience with on-line financial systems. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| MAINTENANCE OF SUPPLIER DATABASE Responds to requests from university departments to create new supplier profiles, activates, deactivates and updates supplier after confirming that information and additional documentation provided is accurate and complete. Establishes and updates 1099 supplier address information in database, and contacts supplier to confirm information to ensure accurate 1099 reporting. Runs queries to identify and remove duplicate supplier records and maintain the accuracy of the database. Ensures supplier tax classification is appropriately supported by reviewing and verifying appropriate tax forms are included. | 60 |
| SUPPLIER/COMMUNITY RELATIONS AND CUSTOMER SERVICE Provides exemplary customer service and support to suppliers for Portal use including registration,updates and using key features. Understands and communicates the importance of the features and requirements of Portal usage including maintenance of tax forms. Tracks and reports issues with Portal usage to manager for possible escalation to IT for Portal product improvement. Prioritizes daily workload to ensure open service and support requests are satisfied in timely manner. Monitor AP invoice, converting items to PDF, as needed Weekly meetings with Travel Team to review State Forms | 25 |
| ANNUAL 1099 REPORTING Works throughout the year to ensure all supplier information is accurate for year-end processing. Complies with all statutory and other legal requirements for form processing. Works with suppliers to emphasize the need to maintain current address information including Taxpayer Identification Numbers (TINs). Using established guidelines assists Accounts Payable with the review of annual IRS notices to determine appropriate course of action. | 10 |
| OTHER DUTIES Determines the reason for returned checks, prepares deposit, and determines who the information should be forwarded to for processing. Assists Accounts Payable (AP) Supervisor, and other AP staff with ad hoc request to include, but is not limited to, the review of supplier statements, querying information in the campus financial system and distributes incoming faxes. Scan incoming mail and maintain for documentation purposes. Proper handling and destruction of scanned items according to Federal and State retention requirements.Other duties as assigned and as needed to support the AP functions. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Intermediate skills using Microsoft Suite applications to include Outlook, Excel, Word, Access. | Required |
| Ability to work effectively as part of a team and maintain effective working relationships in a diverse environment. | Required |
| Proven ability to search/query data. | Required |
| Proven ability to research discrepancies. | Required |
| Skill in making appropriate task related decisions following established policies and past practices. | Required |
| Ability to conducting general internet searches. | Required |
| Skill in communicating effectively and professionally, orally and in writing, using tact and diplomacy. | Required |
| Ability to interpret and apply policies governing areas of responsibility. | Required |
| Ability to critically think, triage/diagnose and troubleshoot problems in a timely fashion | Required |
| Ability to manage and prioritize workflow on a daily basis to accomplish tasks and projects | Required |
| Experience reviewing tax forms and making determinations based on Federal and State regulations | Required |
| Knowledge of UCR's Chart of Accounts | Preferred |
| Knowledge of University policies and procedures governing areas of responsibilities, purchasing, and disbursements. | Preferred |
| Knowledge or experience in an accounts payable environment. | Preferred |
| Knowledge or experience in reconciling ledgers. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| UC IntelliCenter |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |