Accounting Officer - Facilities & Services
University of Illinois

Job Info

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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 requestor's supervisor, requestor's 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 vendor 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:
    • 9 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)
    • Associate's 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 purchasing activities. University procurement requirements and rules. Banner finance system. Operating personal computer and installed software, F&S systems, Excel, Word, Access, Desktop Intelligence, Visual Basic, and EDW.
• Ability to: Work independently. Recognize a needed change to a task, report, or method, and to implement or recommend the needed changes. Communicate effectively in providing feedback, recommendations, and instructions. Effectively create and analyze reports and summary data. Identify problems, reconcile transactions, and resolve issues. Perform detailed work involving written and numerical data to make calculations rapidly and accurately. Interact effectively with F&S Staff, OBFS Staff, and vendors. Operate copier, fax, scanner, calculator and other office equipment.

Appointment Information

This is a 100% full-time Civil Service 3852 - Accounting Officer position, appointed on a 12-month basis. The expected start date is as soon as possible after the search close date. The previously determined salary for this position was $45,000 to $55,000. Final salary offered will be determined by a thorough
assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements, and budget constraints.Sponsorship for work authorization is not available for this role.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on September 30, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact fijalkov@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID: 1026600
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu

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