POSITION TITLE: Senior Accounting Specialist

DEPARTMENT: Accounting SITE: Various

SALARY SCHEDULE: Career - GRADE: 5

BASIC FUNCTION:

Performs responsible, advanced work in the maintenance of complex accounting records and reports. This classification differs from the Accounting Technician classification due to the complexity of work and the advanced knowledge required to perform the assigned functions.

RESPONSIBILITIES:

• Functions as the direct assistant and/or back up to the Accounts Payable Supervisor.
• Trains and functions as lead worker over the Accounts Payable Technicians.
• Runs PeopleSoft processes as necessary in the absence of the Supervisor, to include budget checking, matching and voucher posting.
• Runs payments processing as necessary in the absence of the Supervisor, to include payment creation and posting for three business units.
• Performs specialized research and intricate vendor and/or contract payments.
• Processes contractor payments involving high dollars and maintains appropriate documentation.
• Assists with supervision and participates in the work of employees in the department.
• Assists with preparation of test plans for software "fix" applications and upgrades.
• Makes recommendations for procedures and methods of increasing efficiency and effectiveness.
• Assists with the work flow within the department to assure schedules and levels of productivity are met.
• Assists the Accounts Payable Supervisor with evaluations of employee work performance and makes staffing recommendations.
• Bears primary responsibility for training employees in the specialized work of the department.
• Bears primary responsibility for vendor file maintenance, to include setting up new vendors and maintaining appropriate 1099 documentation.
• Assists with annual preparation and evaluation of 1099 documents.
• Assists employees in the more complex and/or difficult phases of the work.
• Maintains and oversees the maintenance of the more complex records within the department.
• Performs the duties of the unit; must be able to:
  • Communicate both expeditiously and effectively regarding the operations and services of the department, both in person, via email and over the telephone.
  • Perform responsible and advanced work in the processing of College payments.
  • Perform reconciliation of purchasing card usage.
  • Work closely with Purchasing, Site Receiving, and Budgets to resolve problems preventing timely payments.
  • Work with vendors, departments, Site Receiving, and transportation companies to resolve shipping discrepancies.
  • Maintain travel records of college staff utilizing computerized spreadsheets and computerized databases.
  • Perform reconciliations of vendor charges and payments.
  • Perform reconciliations of encumbrances and encumbrance reversals.
  • Perform reconciliations and processes logs and other documentation relating to College travel and utilities consumption.
  • Monitor compliance with College Rules and Procedures regarding spending.
  • Prepare journal entries reallocating expenses.
  • Maintain records and reports regarding specific vendors and/or specific purchases.
  • Perform research and special projects as directed by the Supervisor and required for appropriate vendor/College relations.
  • Prepare correspondence, letters, and related materials for the Supervisor, the College's departments and the vendors.
  • Open, review, distribute and process a heavy volume of incoming mail.
  • Maintains files and records pertaining to the department.
  • Package payrolls for distribution to sites.
  • Perform a variety of specialized tasks relating to the services provided by the department.
  • Operate computers, calculators, and other office equipment.
  • Perform data input accurately and at a proscribed rate of speed.
  • Keyboard reports and other statistical information.
  • May direct the work of OPS personnel, volunteers, and/or student assistants.
• Performs related duties as required.

Associate's degree in a business related field preferred.

EXPERIENCE REQUIREMENTS:

Three (3) years of responsible experience as a bookkeeper or in accounting, or an equivalent combination of education and/or experience.

KNOWLEDGE/ABILITIES/SKILL REQUIREMENTS:

Knowledge of the programs, procedures and operations of the college. Knowledge of Accounts Payable practices and procedures. Knowledge of Purchasing procedures and practices. Knowledge of Site Receiving procedures and practices. Firm understanding of database management. Superior skill in effectively communicating the policies and procedures resulting in timely and accurate vendor payments. Knowledge of office administrative procedures and practices. Knowledge of computer applications relating to the area of work assignment. Knowledge of sentence structure and word usage. Skill in reading and verbal comprehension. Skill in proofreading. Ability to maintain good relationships with the public, faculty and staff. Knowledge of mathematics. Ability to keyboard at a prescribed rate of speed and accuracy. Ability to operate a computer, Ability to absorb new techniques and procedures and implement same effectively. 

                                                                                                                                                        Revised: 09/2006