Job description

Job Duties

Under the close supervision of the Accounting Administrator I (Supervisor), the incumbent, as a learner, performs various professional accounting duties in the establishment and maintenance of accounts and records as they relate to the Accounts Payable processes. The unit processes payments for goods, services, loan and grant disbursements and different invoice types for various funds, including, State, Federal, and General Funded agreements.

Desirables

• Knowledge of State Accounting processes.
• Ability to communicate effectively, both verbal and written.
• Proficiency in Excel and Word.
• Excellent attendance, punctuality, and dependability.
• Good interpersonal skills
• Ability to work independently and in a team environment.
• Effective time management skills to complete tasks and meet deadlines
• Detail oriented
• Initiative to independently research, analyze and problem solve
• Ability to effectively deal with governmental agencies

Essential Functions

Assists in auditing the claims and invoices received for departmental goods and services. This function requires that claims be in accordance with contract language, State Administrative Manual, Government Code, Departmental Policy, and the State Controller’s Office (SCO) rules and regulations. Assists in analyzing invoices and requests for payment documents by verifying Federal, State, and General funded sources, contract terms and coding. Prepare Financial Information System for California (FI$Cal) vouchers and input payment data for manual claims into the FI$Cal system and the Consolidated Automated Program Enterprise System (CAPES). Assemble claim schedules for multiple loan and grant funded local assistance contracts. Assists in researching the FI$Cal errors and in posting and documenting the adjustment entries posted to FI$Cal as needed.

Assists in establishing and maintaining computer generated contract payment logs by documents according to the terms of the contract and the funding structure, such as, fund, fiscal year, reporting structure, and service location. Perform reconciliations of contract balances to the FI$Cal encumbered balances. Research, analyze, and resolve reconciling items and contract payment issues which may require written and oral communications with various departmental staff and contract managers. Makes the necessary adjusting entries to FI$Cal accounts to reflect accurate balances.

Monitor the Accounts Payable Outlook inbox for the electronic submission of invoices for payment processing. Forward invoices to the AP team as assigned. Assists with entering, monitoring, and reviewing data in the AP invoice tracker. Monitor the aging of all open invoices to ensure timely payments per the Prompt Payment Act. Respond to inquiries related to the payment status of an invoice.

Assist with the preparation of year-end accruals in accordance with the SCO and the Generally Accepted Accounting Principles (GAAP) requirements for open obligations and award letters; assigned payment types; contracts and/or loan and grant funded local assistance contracts.

Assists with documenting business processes and the ongoing development and updating of internal desk procedures. Assist the Supervisor with identifying process improvements within the Accounts Payable Unit.

Provide back up support and assistance to the various desks within the Accounts Payable Section for the daily processing of invoice payments and/or employee travel expense claims, the front counter reception desk, and any back up for office support functions, as directed.

Other duties as assigned.

Job Type: Full-time

Pay: $4,065.00 - $4,847.00 per month

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Sacramento, CA 95833: Reliably commute or planning to relocate before starting work (Required)

Experience:

• GAAP: 1 year (Preferred)

License/Certification:

• CPA (Preferred)

Work Location: One location

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