Accounts Payable and Travel Analyst (Administrative Analyst/Specialist Exempt I), Accounts Payable Office

Job Description:

Accounts Payable and Travel Analyst (Administrative Analyst/Specialist Exempt I), Accounts Payable Office

Description

Job Summary:

Provides specialized administrative and analytical service to support the leadership and management of the Accounts Payable office for all State, Auxiliary, Travel, and Disbursement functions. The role primarily revolves around providing specialized administrative, technical, and analytical work related to processing invoices and direct expenditures within the organizational unit. This includes verifying invoices against purchase orders, auditing expenditure requests, and ensuring compliance with policies and tax calculations. The role extends to providing lead work direction for complex projects and goals, collaborating with strategic planning teams, and identifying opportunities for automation and process improvement. Additionally, it includes serving as a backup for accounts payable training and travel subject matter expertise, ensuring adherence to policies and regulations including those related to sales tax analysis and tax reporting.

Duties and responsibilities

Invoice and Direct Expenditure Processing

• Perform administrative, technical, and analytical duties of moderate complexity, focusing on operations and procedures within the organizational unit.
• Verify invoices against purchase orders for accuracy, applying and referencing relevant policies and calculating taxes.
• Audit direct expenditure requests, verify documentation, obtain approvals, monitor recurring payments, and provide policy guidance.
• Assist with travel expenses, procurement card charges, and training, using considerable judgment and discretion to interpret and apply a wide range of policies.
• Prioritize invoices and documents to meet payment terms
• Enter payment vouchers into the Enterprise Resource Planning Accounts Payable module, including tax and freight details, ensuring accuracy in remittance addresses and updating vendor files as needed.
• Resolve system errors and assist with complex invoices and special uploads/interfaces
• Handle void checks, international payments, and special projects, occasionally using ingenuity to meet new needs and programmatic goals.
• Audit and reconcile Procurement Card statements, ensuring policy compliance and reporting tax accruals.
• Verify vendor data and calculate tax liabilities for Internal Revenue Service and Franchise Tax Board reporting.
• Use standard procedures and practices to handle various situations where numerous and diverse demands are involved
• Handle vendor inquiries, payment status, and problem resolutions.
• Review statements, notify vendors of payment issues, and prepare related correspondence, using precedents to determine appropriate solutions.
• Generate payments, audit paid files, reconcile payments, and maintain records.

Project Coordination and Ongoing Maintenance

• Provide lead work direction on complex projects, including but not limited to the Automated Clearing House/Electronic Funds Transfer (Direct Deposit) campaign and procurement card usage initiatives, ensuring successful execution within the organizational unit.
• Create and maintain the Procure to Pay system, including workflow rules, training, and system enhancements.
• Improve the Concur Corporate Card Reconciliation tool and train campus cardholders.
• Update the Accounts Payable website to ensure compliance with policies and regulations.
• Conduct monthly queries to ensure accurate voucher and journal postings.
• Create custom queries for issue investigation and analysis.
• Analyze and report system errors, acting as a technical advisor.
• Test patches and updates for the Accounts Payable module.
• Contribute to system enhancements and workflow design.
• Collaborate with strategic planning teams to enhance workflows.
• Identify and implement automation opportunities to improve productivity.

Project Coordination and Ongoing Maintenance

• Provide lead work direction on complex projects, including but not limited to the Automated Clearing House/Electronic Funds Transfer (Direct Deposit) campaign and procurement card usage initiatives, ensuring successful execution within the organizational unit.
• Create and maintain the Procure to Pay system, including workflow rules, training, and system enhancements.
• Improve the Concur Corporate Card Reconciliation tool and train campus cardholders.
• Update the Accounts Payable website to ensure compliance with policies and regulations.
• Conduct monthly queries to ensure accurate voucher and journal postings.
• Create custom queries for issue investigation and analysis.
• Analyze and report system errors, acting as a technical advisor.
• Test patches and updates for the Accounts Payable module.
• Contribute to system enhancements and workflow design.
• Collaborate with strategic planning teams to enhance workflows.
• Identify and implement automation opportunities to improve productivity.

Accounts Payable Subject Matter Assistance

• Provide lead work direction to Accounting technicians and student assistants in processing and auditing payments and other Accounts Payable duties as needed.
• Create and conduct training sessions for staff/campus customers, including but not limited to creating comprehensive training materials/procedural documents.
• Assist with clerical operations, such as procuring office supplies and maintaining office equipment.
• Evaluate, recommend, and document policy changes and updates.
• Identify process improvements and implement strategic solutions.
• Correct journal posting errors and handle OnBase archival; use information systems for analysis and reporting.
• Monitor payments, research rejects, and pull check cashing data.
• Analyze and process public works invoices, correct voucher entries, and ensure proper cash transfer and claim submission; collaborate with Facilities Planning Design and Construction (FPDC) and the State Controller’s Office.
• Resolve fund balance issues, respond to inquiries, and maintain claim schedules; anticipate problems and assess impacts.
• Coordinate wire payments, generate campus wires, and validate payee banking information to prevent fraud; maintain audit compliance.
• Maintain wire records, issue test wires, and communicate with external entities.
• Ensure timely statement data extraction from the banking system and monitor paper-based Procurement card transactions for prompt bank payments.

Travel Subject Matter Expert Assistance

• Serve as backup Subject Matter Expert (SME) for University's Travel Services and related CSU/campus travel guidelines, demonstrating thorough knowledge in organizational structures and systems.
• Conduct monthly testing of expense reporting system updates, using project coordination and research methodologies.
• Communicate effectively with contacts inside and outside the CSU system to resolve financial system-related travel issues and recommend enhancements to existing controls.
• Create and deliver effective training materials, ensuring compliance with CSU policies and external program requirements.
• Respond to inquiries, provide necessary information for audits, and train business users on the expense reporting system interface.
• Aid travelers in completing business travel requests and process Expense Report Forms for reimbursement, offering guidance on policy compliance.
• Support the administration of the Travel Program, ensuring policy adherence, excellent customer service, and compliance with CSUSB protocols.
• Monitor user accounts, assist with corporate card statement processing, and resolve card issues in line with policies and procedures.
• Adhere to all travel policies and Integrated California State University Administrative Manual (ICSUAM) regulations.

Tax Reporting

• Collaborate closely with the Tax Department to ensure accurate and compliant sales and use tax reporting in accordance with California Department Tax and Fee Administration (CDTFA) guidelines, while staying current with evolving tax regulations.
• Utilize proficiency for project coordination and analytical skills to monitor and upload use tax assessments to the general ledger for campus procurement card purchases.
• Process essential tax reports and forms, including 1099 Miscellaneous, 1099 Non-Employee Compensation, and California 592-B Income Reporting, on the Common Financial System, ensuring adherence to Internal Revenue and state tax regulations.
• Guide campus staff on tax compliance requirements.
• Manage Internal Revenue Service Notice CP-2100 & CP-2100A requirements to ensure compliance with reporting standards.

Other Duties

• Travel and/or attend training courses as required.
• Other classification related duties as assigned

Minimum Qualifications:

• Bachelor's degree and/or the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Two years of related experience.

Required Qualifications:

• In addition to Position Skill Level - Non-Exempt knowledge and skill requirements, work assignments typically require:
• Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the program and/or administrative specialty to develop conclusions and make recommendations.
• Thorough knowledge of policies, procedures, and outside regulations pertaining to the applicable program and/or administrative specialty.
• Working knowledge of operational and fiscal analysis and techniques.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
• Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
• Expertise in investigating and analyzing problems with a broad administrative impact and implications. Ability to anticipate problems and address them proactively.
• Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.
• Ability to train others on new skills and procedures and provide lead work direction.

Preferred Qualifications:

• Knowledge of generally accepted accounting principles; knowledge of manuals, regulations, laws and procedures that apply to processing all Accounts Payable documents/transactions.
• General business office skills and knowledge of computer software programs, such:
• Peoplesoft Financials
• Imaging software and processes, and integrated ERP systems
• Knowledge of personal computer and software applications such as Microsoft Excel, Word, and PowerPoint
• Excellent written and verbal communication skills with experience in authoring desktop procedure documents
• Prior experience in a fast-paced, high-volume environment. Possess an inherent sense of urgency. Can handle daily unforeseen challenges in a large, complex Accounts Payable (A/P) department.
• Ability to embrace change, re-prioritize workload on demand and still produce high-quality output.
• Able to multi-task and work with a variety of people always providing excellent customer service. Strong customer service skills and service-centric oriented. Team player with excellent interpersonal skills, strong work ethic and positive attitude. Ability to train others.
• Strong organizational and analytical skills; excellent attention to detail and follow through. Ability to troubleshoot by making sound decisions within defined parameters.
• Ability to accept and give feedback in the spirit of open communication with the goal of enhanced performance.
• Has a strong understanding of tax reporting and withholding issues, such as 592B, 1099M and 1042S reporting types.

Compensation and Benefits:

Anticipation Salary Range: $4,817 - 5,192 per month

Classification Salary Range: $ $ 4,379.00 - 7,922 per month

The salary offered will take into account internal equity and experience among other factors.

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 15 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:

Full-time Non-Exempt Probationary

Academic year schedule: Monday-Friday 8am-5pm; Summer hours: Monday- Thursday 7am-5:30pm

The application deadline is: August 7, 2024

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

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.

Campus Security Authority

This position is designated as a Campus Security Authority (CSA) position under the federal Jeanne Cleary Disclosure of Campus Security Policy and Campus Crime Statistics Act. CSAs are responsible for reporting allegations of Clery Act Crimes reported to them or that they witness. CSA training is required.

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 .

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 CSUSB Benefits at benefits@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

Advertised: Jul 24 2024 Pacific Daylight Time
Applications close: Aug 07 2024 Pacific Daylight Time

Closing Date/Time: