Qualifications
Good written and verbal communication skills, including skills in interpersonal communications with the ability to deal with the general public both through phone and personal contact including dealing calmly with irate clients and communicating complicated rules and regulations on laymen's terms without distortion
Ability to pay close attention to details to ensure appropriate expenditure coding and payment distributions are utilized
Ability to document work processes
Competence in utilizing computer applications Microsoft Word, Excel and Access, and Google applications
Understanding of, and ability to, apply accounting standards and processes, including internal control issues and audit requirements, and fund accounting
Knowledge of state, federal, and agency statutory and regulatory requirements and policies related to fiscal processing
Ability to work closely with other personnel to ensure efficient and effective workflow
Ability to establish and maintain electronic filing systems for all disbursement documentation
Ability to work under pressure of critical time elements demonstrating the ability to prioritize work based on workload/seasonal fluctuations requiring a different emphasis on assigned tasks
Competence in critical thinking with the ability to research and resolve questions involving the accuracy of all disbursement documents submitted for processing
Able to solve problems and ask for help when needed
Bachelor's Degree (typically in Finance)
0-2 years of progressive work experience (typically in Finance) with acquired knowledge at the level of an Accountant
3-5 years of progressive work experience (typically in Finance) with acquired knowledge at the…
Responsibilities
Primary responsibilities include; auditing payment documents to ensure compliance with State and Federal rules and regulations; data entry to initiate accounts payable transactions; data interfaces between custom Department accounting systems and the state accounting system (WOLFS); and vendor management
This position also performs research and reconciliation of accounts payable balance due statements from external vendors, landowner coupon affidavit processing, and audit request data pulls and research
The most frequently used custom agency financial systems include a document management system, a voucher processing system (VPS), and a credit card payment processing system
Audit payment transactions for compliance with the travel policy, purchasing regulations, federal guidelines, state policy, and agency policy; and review for accurate accounting codes, project codes, and budget authority before funds are disbursed
Research and communicate with agency personnel to identify and resolve errors and discrepancies in payment transactions
Input payment transaction data into the agency's document management system, internal voucher processing system (VPS), and internal card payment processing system; validate all coding; balance to supporting documentation; and investigate and correct any discrepancies
Daily creation and submittal of system interface files with the State accounting system, WOLFS
Participate in the daily audit of payment documents initiated by other employees prior to final approval in WOLFS
Organize, scan, and distribute documentation after payments have been processed through the state accounting system to meet agency and the state document records retention requirements
Process landowner coupon affidavits from landowners for payment to include: distribution of affidavit form to landowners; receipt and log completed forms; establish landowner as a vendor on the state accounting system, WOLFS; audit documents for payment approval; generate payment interface file; and, retain documentation as required
Establish and maintain vendors on the state accounting system, WOLFS to include; obtaining required information; enter vendor data in WOLFS; submit required documentation to State Auditor's Office for vendor establishment as required; and, research any payment authorization issues related to vendor records
Research, reconcile, and correct documentation as required in WOLFS, the internal voucher processing system (VPS), the internal credit card payment processing system, and communicate verbally and in writing with vendors and agency personnel the actions required to resolve discrepancies
Provide backup to the Disbursements Section Supervisor in various processes, including but not limited to credit card document processing and vendor download updates
Other special projects as assigned