TITLE Accounting Technician
CLASSIFICATION NUMBER 4010
IMMEDIATE SUPERVISOR Varies
MAJOR ADMINISTRATOR Chief Financial Officer
The Accounting Technician is based in a Financial Services unit and performs responsible and complex bookkeeping/accounting clerical, purchasing, and/or cashiering functions that require a thorough knowledge of federal and state regulations, University policies, and departmental operations, the exercise of independent judgment in the absence of established procedures, and discretion in the dissemination of information. Within an overall context of serving as a customer service representative of the University, the Accounting Technician maintains diverse and detailed financial records and provides a variety of responsible clerical assistance in an assigned function such as accounts payable, accounts receivable/collections, payroll, cashiering/cash receipts, acquisitions and/or purchasing functions. The Accounting Technician’s work is occasionally spot-checked, but is primarily reviewed through continuous or periodic audits and evaluations of final results and includes such functions as preparing, recording, and examining fiscal records. This job description is intended to indicate the basic nature of the positions allocated to the classification and give examples of typical duties that may be assigned. It does not imply that all positions within the class perform all of the duties listed, nor does it list all possible duties that may be assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required. Specialized training beyond the high school level emphasizing cash handling, accounting for cash, purchasing, business office procedures, and/or bookkeeping or accounting is preferred. Additional years of education beyond high school in accounting or a related field may be substituted for all or part of the experience requirement.
Experience: At least two years of progressively responsible bookkeeping, purchasing, and/or accounting experience is required.
Skills: Exceptional aptitude in accounting procedures, tested and proven clerical aptitude to include complex filing systems, the ability to operate a 10-key calculator and functional knowledge of keyboarding are required. The ability to learn, apply, and communicate policies, procedures, and regulations relevant to assigned account functions and make basic mathematical computations rapidly and accurately are required. Excellent communication and interpersonal skills are required. Functional knowledge of spreadsheet software (such as Excel), word processing software (such as Word), and other business-related software programs are required.
Effort: Accounting Technician positions are primarily sedentary.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs appropriate bookkeeping/cashiering/purchasing functions in the preparation, classification, coding, recording, and/or processing a variety of accounting documents by examining invoices, travel expense claims, vouchers, and purchase orders, prior to the payment , the purchase of goods/services, or the recording of cash receipts to determine the propriety of the expenditure or receipt of cash; checking mathematical extensions on invoices or “money received” forms; comparing invoice prices to purchase order or contract prices; comparing units invoiced to units received; charging the appropriate account; recording the cash received in the appropriate account; forwarding the necessary information and documents for billing, payment , disbursement of funds to the proper individual; or distribution of various purchasing documents to the appropriate department, vendor or agency.
2. Prepares and maintains records reflecting acquisition cost, location, physical description, purchase date, depreciation charges, book value, and other pertinent data on plant and equipment items by receiving and assembling data regarding those acquisitions and maintaining a complete and timely filing system.
3. Facilitates the administration of various employee benefit and payroll programs by processing and maintaining payroll forms and records for full and part-time employees and student workers, computing and preparing complex billing documents for life and disability insurance, medical and dental coverage, worker's compensation coverage, and educational benefits, verifying and paying hours worked according to federal and state laws while meeting rigid deadlines for payment, collecting amounts as required by court order, processing voluntary deductions, and ensuring federal and state tax forms are completed accurately.
4. Expedites purchase orders by verifying with the vendor the status of the delivery of goods ordered and purchased by the University and recording the information received on the purchase order.
5. Maintains a general ledger, specialized ledgers, and/or various subsidiary ledgers according to an approved chart of accounts by posting entries, making adjusting entries, performing the daily computer entry functions associated with those ledgers, and preparing financial statements from those ledgers.
6. Processes payments from students, faculty, staff, or customers for fees, merchandise, or services by receiving cash, check, or credit card charges, verifying the payee and that the amount rendered covers the amount owed, entering payment into the database or operating the cash register, obtaining any required signatures, and returning the correct change (if any) and receipt.
7. Provides check-cashing services to student, faculty, staff, and customers by receiving personal checks and verifying the information contained on them, debiting the cash drawer, and disbursing the correct amount to the customer.
8. Ensures the security of University funds by assuming custody and full responsibility for operating cash and receipts, performing standard accountability functions at the completion of work period, and completing required cashier reports and/or forms.
9. Assists with departmental administration by performing general clerical functions including maintaining files, sorting records and proofreading documents, preparing standardized forms or form letters, composing basic correspondence, operating standard office equipment, processing incoming or outgoing correspondence, verifying appropriate signatures and authorizations, assigning and verifying coding, preparing, editing, and maintaining a variety of online, imaged, and paper records of transactions, auditing financial records kept in other departments, such as supporting documentation for P-Card purchases, and preparing spreadsheets as needed.
10. Promotes a positive and professional image of the department by being knowledgeable about various federal and state regulations, University policies and procedures, and departmental policies and procedures, answering questions asked by students, faculty, staff, parents, vendors, or others doing business with the department or University, and referring questions or issues beyond the scope of the job to an appropriate administrator.
11. Provide customer service by explaining bills, charges, contracts, etc. to clients, customers, parent, or patients within the guidelines of HIPAA or FERPA, explaining University policies, and resolving problems or referring them to higher authority for resolution.
12. Assists with the development of a competent staff when directed to do so by training, orienting, or providing guidance to new or re-assigned employees regarding departmental policies and procedures, unique and specific Accounting Technician duties, and the operation of appropriate equipment and computer software.
13. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
14. Contributes to the overall success of the Division of Financial Services by performing other essential duties and responsibilities as assigned, maintaining high levels of accuracy, maintaining a professional demeanor and appropriate levels of confidentiality, and providing excellent customer service.
The Accounting Technician is supervised by the designated supervisor and may supervise subordinate staff, students, and/or part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED SEPTEMBER 2014
JOB FAMILY 1
Factor 1: Educational/Experience Requirements of the Job
Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.
Factor 2: Complexity and Technical Mastery
Level 4 - 370 Points: In addition to considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events, the job requires specific professional skills and/or skills in managing a wide variety of complex processes.
Factor 3: Responsibility for the Work of Others
Level 2 - 30 Points: Occasional responsibility to direct the work of one or more student workers and/or temporary part-time workers. The requirement to supervise others is not a regular job duty, but may occur on an intermittent or irregular basis. The nature of the required supervision is largely confined to assigning work or tasks to others and does not include a full range of supervisory responsibilities.
Factor 4: Guidelines
Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.
Factor 5: Contacts
Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.
Factor 6: Work Impact
Level 4 - 475 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, and the services, information, or products provided have significant effects on the welfare of the affected groups.
Factor 7: Physical Effort and Work Environment
Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.