TITLE Accounting Technician WP
CLASSIFICATION NUMBER 4020
IMMEDIATE SUPERVISOR Accounting Manager-WP
MAJOR ADMINISTRATOR Director of Business and Support Services
The Accounting Technician-WP 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-WP 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-WP’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. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is 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. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.
11. 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.
12. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
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 Business Office 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-WP is supervised by the Accounting Manager-WP and may supervise subordinate staff, students, and/or part-time employees.
OFFICE OF HUMAN RESOURCES
REVISED APRIL 2018