Job No: 521959
Work type: Staff
Categories: Unit 7 - CSUEU - Clerical and Administrative Support Services, Administrative, Temporary, Full Time, On-site (work in-person at business location)Job Summary
The Accounting Technician will oversee a high volume of invoices for appropriateness of payment; obtaining payment approvals, data entry, matching, accrual of use taxes, interpretation and application of accounting policies and procedures, problem solving and heavy customer service contact. In addition to auditing and reconciling accounts, including, but not limited to, Procard reconciliation, vendor statement reconciliation, reporting and pulling files for auditors, etc.
Generate a variety of direct vendor payments for an assigned section of the alphabet:
Invoices associated with Purchase Orders

• Responsibility includes auditing invoices against purchase orders and receiving information to ensure vendor information, product description, order quantity, unit price, and extended price agree.
• Verify freight terms on purchase order and follow campus policy on the payment of freight.
• 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 campus policies to the payment of these invoices.
• Identify those product and service purchases that require the calculation of sales and/or use tax, determine percentage taxable, and appropriately record tax in Accounts Payable system.
• Validate the remittance information to ensure payment is delivered to the correct payee address.
• Review match exceptions on a semiweekly basis. Determine and take appropriate action, which may include contacting Purchasing or Receiving to investigate, the vendor for additional clarification, the ordering department for information.
• Take independent action on correcting those match errors within Accounts Payable jurisdiction.

Direct Expenditure Payment Requests and Non-PO based Payments

• Responsible for auditing direct expenditure payment requests to determine if allowable within State and campus guidelines and policies.
• Review justification/purpose and determine if adequate information has been provided to explain benefit to the university.
• Verify any required backup documentation and signature authorization on requests.
• Determine if Purchasing or A/P manager approval are required and obtain.
• Determine and assess applicable sales or use tax to purchase.
• Ensure any applicable documents (registration, permit, license fee, subscription, membership, or other forms) were completed by requesting department and ready for submittal with check to vendor.
• Responsibility for monitoring assigned direct expenditures that are received on a regular basis (monthly, quarterly, or annually - such as utilities) where ongoing approval has been established from the department in memo form to Accounts Payable.
• Responsible for ensuring anticipated invoices are received and audited to specific guidelines associated with them.
• Independently identify and resolve problems with such invoices, ensure missing invoices are obtained and paid prior to 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 campus polices related to Accounts to staff, faculty, and outside vendors. Make sound independent decisions in terms of applying policies.
• Assist in reconciling travel and employee expenses, pcard charges and help in the training of campus stakeholders.

Accruals and Closing

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

Procard Reconciliation

• Responsible for auditing and reconciling Procard statements, review supporting documentation and determine if allowable expenses are within 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.

Vendor Data Records and 204 Collection

• Responsible for verifying, interpreting, and applying data vendor record information for each payment to ensure proper identification and reporting of taxable income in accordance with IRS and Franchise Tax Board regulations.
• Calculate and record tax liabilities collected for generating IRS 1099 and FTB 592 tax forms, withholding State tax when applicable.

Work Assignment Management

• Responsible for independently organizing and prioritizing assigned invoice and document flow to ensure proper attention is given to work in terms of issuing payments within terms and resolving problems in a timely manner.

Data Entry

• Create vouchers (Purchase Order Vouchers, Regular Vouchers, and Adjustment Vouchers) for payment into the PeopleSoft AP module: enter vendor identification number, purchase order number when applicable, account and fund information, invoice date, invoice number and dollar amount(s).
• Enter sales/use tax, freight, apply discounts when applicable, calculate and record reportable payments and any associated withholding.
• Verify remittance address information and request updates to vendor files as required.
• Determine and enter critical date information for voucher: payment due date for issuance of check, Accounting date for voucher posting. Record significant voucher/invoice/vendor information on comment panel of voucher.

Customer Service and Statement Reconciliation

• Handle incoming inquiries (telephone and written communications) for vendors assigned to this position.
• Answer questions regarding payment status, follow up on missing information, handle vendor stop payment requests and reissues, and research problems.
• Review statements on a regular basis, investigating aging outstanding amounts.
• Notify vendors of reason for non-payment, payment adjustments, or provide check issuance information as required.
• Prepare various types of correspondence related to Accounts Payable activities. This includes vendor correspondence: requesting information or backup documentation such as freight bills, completion of vendor data records, proof of publication; provide detailed payment information, including reasons for disputed invoices, policy explanations, and State payment requirements.
• Correspond with departments to inform them of rejected direct expenditure or independent contractor requests, explaining appropriate steps to be taken before resubmitting or explanation as why the expenditure may not be submitted through the State.
• Correspond with Procurement to identifies problem purchase orders and requested action or clarification.

Paycycle and Payment Audit

• Generate payments according to set schedule.
• Audit paid files and reconcile against payments generated.
• Record payment in the appropriate log.
• Create appropriate reporting and archive files for future audits.
• Prepare checks for mailing or pickup as appropriate.
• Obtain signatures on checks as required.
• File supporting documentation according to policy.

All other job-related duties as assigned.
Minimum Qualifications: Required Education and Experience
Equivalent to two years of progressively responsible professional accounting experience.
Equivalent to a bachelor's degree with a major in accounting, business administration, finance or a closely related field OR a combination of education and experience which provides the required knowledge and abilities.
Required Qualifications

• An understanding of general accounting concepts
• Experienced with a document imaging system and ERP system (accounts payable module) and skilled in processing a high invoice volume with accuracy
• Able to meet deadlines while offering the highest levels of customer service

Preferred Qualifications

• Ability to process a high-volume of invoices and related documents
• Analyze and resolve complex problems
• Effective oral and written communication skills
• Skilled in organizing work and setting priorities
• Ability to reconcile supplier accounts
• Ability to process invoices from onscreen images and in using an online imaging system
• Microsoft Windows Office experience including Word, Excel, and Outlook email software
• Peoplesoft Enterprise Systems preferred
• Ability to fit in with a large team environment
• Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts
• An understanding of tax reporting regulations (1099, 1042S and 592B) experience preferred
• P-Card reconciliation experience a plus
• Previous experience in higher education a plus
• A courteous, professional demeanor and excellent customer service skills
• Bachelor's degree in accounting, finance, or related field a plus
• 2 to 3 years previous accounts payable, general accounting or business experience preferred

Compensation and Benefits:
Anticipated Hiring Range: $3512 - $3700 per month
Classification Salary Range: $3512 - $5,830 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time/Non-exempt/Temporary (up to one year with the possibility of further renewal)
Schedule: Monday through Friday from 8:00 am to 5:00 pm, weekends and evenings may be required.
The application deadline is January 3, 2023
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Mandated Reporter
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
COVID-19 Vaccination
CSU requires faculty, staff, and students who physically access campus facilities or programs to be fully vaccinated against COVID-19, which includes obtaining a COVID-19 booster dose, or declare a medical or religious exemption from doing so. Any candidates advanced in a currently open search process should be prepared to comply with this requirement. See policy at https://calstate.policystat.com/policy/11030468/latest.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at jeanne.durr@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act