Accounting Officer – Facilities & Services – 1026600-6689

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information, please see:
https://illinoisjoblink.illinois.gov/jobs/12200196 Accounting
Officer – Facilities & Services

Facilities & Services-Procurement Services (Accounts Payable)

Job Summary

To apply bookkeeping and accounting practices for payment of Purchase
Orders and P-Card transactions. Position reviews and evaluates Purchase
Orders and P-Card transactions, receiving documents, receipts, and
transaction documents, various spreadsheets, websites, invoices, and
statements to analyze, resolve problems, obtain credits, and process
vendor payments. To facilitate this, the employee must have a thorough
knowledge of the entire purchasing process from order placement through
payment of invoices.

Duties & Responsibilities

– Review vendor invoices for completeness and accuracy, which includes
verifying the item description, quantity, unit and extended prices,
with the items ordered. Verify that the correct PO, release and
CFOAP are accurately applied for the type of purchase. Verify the
freight terms are followed, that all prompt pay discounts and
contractual discounts are taken, and that no taxes, unless
applicable are being applied to the invoice payment.
– Post vendor invoices, PCard transactions, and credits to the various
F&S systems. This involves data entry of the vendor invoice number
or PCard transaction number, freight and discounted amounts, the
total due and line item detail including the quantity invoiced and
extended cost per line. Invoice processing results in the campus
customers or F&S internal budgets being charged for the goods or
services performed.
– Respond to vendor requests for payment information submitted through
statements, email, and phone or fax. Must be able to obtain
information from various F&S systems.
– Document all problems associated with individual invoice payments.
This involves documenting the invoice information, the Banner
information, the person requesting the goods or services, the
requestors supervisor, requestors business unit, the dates
received, the nature of all problems associated with the single
invoice, the cause of each invoice problem, the date each problem
was resolved and the date it was posted into the data processing
systems, the amount of variances that resulted in the review and
problem resolution.
– Maintain and manage an invoice daily work queue of Banner completed
invoices downloaded from the F&S Banner Approved or Completed
Invoice Report Website. The data from the website is subsequently
exported to an Excel Worksheet. This daily process helps to
prioritize daily work flow, keep brief progress notes, and follow-up
information on invoices where research and contacts are needed to
resolve issues with the payment.
– Reconcile differences between information contained on the initial
order, receiving records and the invoice. The reconciliation process
may involve contacting the vendor, University Payables, other campus
units, and F&S staff. Discrepancies are reconciled and pertinent
information is annotated and transmitted to University Payables
Division.
– Use the Banner Financial system effectively. All attributes of the
system are utilized to aid with the reconciling payment
discrepancies and vendor payment inquiries. Must be able to furnish
instructions and submit the required approvals to University
Payables division for withholding payment, applying credits or
needed adjustments to an invoice payment.
– Record meeting notes for Procurement staff meetings, meetings with
other F&S departments, meetings with campus units, and meetings with
vendors.
– Assist other F&S Staff in identifying merchandise received,
responding to vend r requests for order information, or providing
detailed information to obtain corrections.
– Perform other related tasks as assigned.
– Support the Mission, Vision, Values and Guiding Principles of
Facilities & Services.

Additional Physical Demands

ENVIRONMENTAL DEMANDS:

A. Physical Requirements Sedentary work.

B. Work Environment Work performed in an office setting and is typical
of other campus offices.

Minimum Qualifications

– High school diploma or equivalent.
– Any one or combination totaling two (2) years (24 months) from the
categories below:
– Course work in accounting, as measured by the following
conversion table or its proportional equivalent:
– 90 semester hours equals two (2) years (24 months)
– Course work in any discipline as measured by the following
conversion table or its proportional equivalent:
– 30 semester hours equals one (1) year (12 months)
– Associates Degree (60 semester hours) equals eighteen (18)
months
– 90 semester hours equals two (2) years (24 months)
– Work experience in bookkeeping, office support, or closely
related experience.

Knowledge, Skills and Abilities

Extreme attention to detail and accuracy is required.

Customer service oriented.

Thorough knowledge of: Accounting procedures. Various data processing
systems used by the department. Job cost accounting system and the chart
of accounts related to