General Information
| Payroll Title | BLANK AST 3 | Title Code | 004722 | Grade/Step | Working Title | Accounting Assistant III | |
|---|---|---|---|---|---|---|---|
| Department Name | Accounting Dept | Supervisor | Aver Smith | Department Head | Bobbi McCracken |
Special Requirements and Conditions
| Critical Position |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Due to the intensity of fiscal closing, vacation time is restricted during the month of June. |
Level of Supervision Received
| General Supervision |
Items Used
| Personal computer using Microsoft Office products and standard office equipment. |
Position Purpose
| The Accounting Assistant III is responsible for processing invoices to ensure prompt payment on high and low value purchases for assigned vendors using web-based software; participating in the development, testing, deployment and enhancements to systems and processes; providing assistance to departments and vendors on the accounts payable process; analyzing and resolving problems with invoices containing errors; resolving difficult vouchering issues affected by change orders, cancellations, and other adjustments; reconciling vendor statements and resolving discrepancies; using queries and other automated tools to monitor payment status, ensuring the smooth and timely processing of transactions; ensuring payments processed in accordance with University policy and procedures; assisting campus departments in researching accounts payable and encumbrance items appearing on the general ledger items and processing corrections as necessary; responding to written and verbal requests from campus departments and vendors regarding discrepancies in payment status. This position also performs a variety of other miscellaneous accounts payable duties. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Accounts Payable Processing | 60 |
| Assist in administering the campus accounts payable process. Participate in the development, testing, and deployment of a campus-wide systems. Use queries and automated tools to monitor the process, identify problem areas, and ensure the smooth and timely processing of transactions. Analyze and develop recommendations for process improvements. Process vendor invoices for payments and vendor credits using on-line accounts payable system and Electronic Data lnterchange (EDl) processes while taking advantage of prompt payment discounts. Resolve errors (i.e. purchase orders that have not been encumbered/finished) and problematic invoices by communicating and coordinating with campus departments. Resolve match exceptions. Requires coordinating with campus departments on receiving, quantity, and/or dollar amount issues. Prepare necessary adjustments. Research purchase order number discrepancies. Coordinate with departments to ensure generation of purchase order to accounts payable system and/or vendors in the identification of correct purchase order number. Audit invoices to verify the sales tax, freight, discount terms, amount and quantity on each invoice prior to payment. Assess of use tax where applicable. Advise and direct University staff on policies and procedures related to accounts payable. Advise and assist University staff on non-routine situations based on knowledge of established policies and procedures. Assist campus departments in researching accounts payable and encumbrance items appearing on the general ledger items and prepare voucher and/or journal corrections as appropriate. Assist vendors with questions regarding payments. Prepare correcting voucher and financial journals as necessary. |
|
| Research and Analysis | 25 |
| Research open invoices on vendor statements to identify problems in payment receipt, order receipt, return credit, misapplied credit, etc. and take appropriate action based on findings. Directly communicate with vendor to resolve payment discrepancies, trace returned items, obtain appropriate credit, and identify misapplied payments. Research vendor payment history by querying payment tables and general ledger entries to obtain and re-create historical payment data when necessary to provide to the vendor as proof of previous payment. Research and resolve department inquiries regarding transaction activity, payment status, etc. |
|
| Training and Development | 10 |
| Provide training in accounting procedures and accounts payable operations to University staff. Assist with the development of departmental invoice processing procedures. ldentify new vendors for EDl processing and assist with implementation of processes. |
|
| Other | 5 |
| Other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Five (5) years of progressively responsible experience administering a process within an automated accounts payable system, with related internal controls; or and equivalent combination of education and/or experience in the accounts payable field. | |
| 2 | |
| Experience analyzing financial information and researching discrepancies. Successful experience interpreting and applying complex accounting policies. |
|
| 3 | |
| Knowledge of application of sales or use tax requirements and procedures. Skill in computing ratios, rates and percentages accurately. |
|
| 4 | |
| Skill in designing queries to extract and present relevant data from a complex financial system. Advanced level skill using Excel; proficiency in Word, Outlook, PowerPoint and internet searches. |
|
| 5 | |
| Excellent skill in organizing and maintaining accounting records, and possession of a detail, accuracy-oriented work ethic. Skill in prioritizing work and completing multiple projects with overlapping timelines. |
|
| 6 | |
| Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the customer while adhering to policy. | |
| 7 | |
| Skilled in negotiating and exchanging ideas, information and opinions with others to develop solutions. Skill in making appropriate job decisions following established policies and past practices. Ability to work effectively as part of a team and maintaining effective working relationships with a diverse campus community. Ability to communicate effectively and professionally, orally and in writing, using tact and diplomacy. |
|
| 8 | |
| Must successfully pass background check through Department of Justice. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| College level course work towards a degree in accounting or related field. | |
| 2 | |
| Experience analyzing and implementing process improvements. | |
| 3 | |
| Experience preparing journal entries in accordance with Generally Accepted Accounting Principles (GAAP). | |
| 4 | |
| Knowledge of University policies and procedures related to the processing of accounts payable and purchasing transactions. | |
| 5 | |
| Demonstrated experience with invoice scanning processes and internal controls. | |
| 6 | |
| Demonstrated experience with UCR Financial System (UCRFS) and UCRFSTotals. | |
| 7 | |
| Knowledge of UCRFS FAU structure. | |
| 8 | |
| Knowledge of UCR purchasing system. | |
| 9 | |
| Experience preparing and presenting training classes. | |
| Posted Position Purpose |
|---|
| The Accounting Assistant III is responsible for processing invoices to ensure prompt payment on high and low value purchases for assigned vendors using web-based software; participating in the development, testing, deployment and enhancements to systems and processes; providing assistance to departments and vendors on the accounts payable process; analyzing and resolving problems with invoices containing errors; resolving difficult vouchering issues affected by change orders, cancellations, and other adjustments; reconciling vendor statements and resolving discrepancies; using queries and other automated tools to monitor payment status, ensuring the smooth and timely processing of transactions; ensuring payments processed in accordance with University policy and procedures; assisting campus departments in researching accounts payable and encumbrance items appearing on the general ledger items and processing corrections as necessary; responding to written and verbal requests from campus departments and vendors regarding discrepancies in payment status. This position also performs a variety of other miscellaneous accounts payable duties. |
| Posted Minimum Requirements |
| Five (5) years of progressively responsible experience administering a process within an automated accounts payable system, with related internal controls; or and equivalent combination of education and/or experience in the accounts payable field. Experience analyzing financial information and researching discrepancies. Successful experience interpreting and applying complex accounting policies. Knowledge of application of sales or use tax requirements and procedures. Skill in computing ratios, rates and percentages accurately. Skill in designing queries to extract and present relevant data from a complex financial system. Advanced level skill using Excel; proficiency in Word, Outlook, PowerPoint and internet searches. Excellent skill in organizing and maintaining accounting records, and possession of a detail, accuracy-oriented work ethic. Skill in prioritizing work and completing multiple projects with overlapping timelines. Experience within a customer service oriented environment responding to and meeting/exceeding the needs of the customer while adhering to policy. Skilled in negotiating and exchanging ideas, information and opinions with others to develop solutions. Skill in making appropriate job decisions following established policies and past practices. Ability to work effectively as part of a team and maintaining effective working relationships with a diverse campus community. Ability to communicate effectively and professionally, orally and in writing, using tact and diplomacy. Must successfully pass background check through Department of Justice. |
| Posted Preferred Qualifications |
| College level course work towards a degree in accounting or related field. Experience analyzing and implementing process improvements. Experience preparing journal entries in accordance with Generally Accepted Accounting Principles (GAAP). Knowledge of University policies and procedures related to the processing of accounts payable and purchasing transactions. Demonstrated experience with invoice scanning processes and internal controls. Demonstrated experience with UCR Financial System (UCRFS) and UCRFSTotals. Knowledge of UCRFS FAU structure. Knowledge of UCR purchasing system. Experience preparing and presenting training classes. |