Accountant III-AP Travel

TX-HHSC-DSHS-DFPS • Austin, TX

13d • Hybrid

About The Position

Travel Accountant III performs moderately complex advanced accounting work for the Travel
Reimbursement unit of the Texas Department of State Health Services (DSHS). This position will function as an
Accounts payable Specialist in the Travel Section area. This position is responsible for assisting travelers with
DSHS and Comptroller travel policies. This position processes travel and other payments. The position audits
travel claims, statements, invoices, advances, and settlements for accuracy using knowledge of Comptroller, U.S.
General Service Administration, DSHS travel policies. This work involves the use of several systems such as
eTravel, CAPPS 9.2 Financials and USAS, HHSAS8.8, Hal file, and TRS. Work involves auditing, researching,
resolving discrepancies, analyzing and processing Travel claims. This position communicates on a complex level with
others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or
resolve problems or complaints. Provide support to DSHS Travelers regarding policies, procedures, rules,
regulations, standards, requirements and state travel laws and rules to state agencies. Attends work on a regular
and predictable schedule in accordance with agency leave policy and perform other duties as assigned. Prepares
reports, schedules, and processes journal entries. Research and reconcile discrepancies in accounts and banks
statements, or appropriation balances and reports findings. Uses software applications for reporting such as
Excel, PowerPoints and Word to perform essential job functions. Assist with the preparation of ad hoc reports
requested by management and others.

Requirements

• Knowledge of financial administration and fiscal accounting; of governmental accounting; of budget control methods, policies, and procedures; and of laws and regulations pertaining to fiscal operations.
• Ability to follow accounting programs, to train others, to enter documents, to interpret laws and regulations, to apply accounting theory, to communicate effectively, and to lead the work of others. Knowledge of state accounting and budgetary procedures. Knowledge of legal restrictions governing state accounts payable guidelines. Skills in computer software including, but not limited to Excel, CAPPS 9.2, HHSAS, USAS, Quick Book, PeopleSoft and other financial applications. Skills in monitoring and analyzing payments. Skills in assisting with preparing financial reports and performing financial analysis. Skill in processing financial transactions. Skill with coding expenditures using Chatfield and chart of account information. Ability to follow oral and written instructions. Ability to prepare clear, concise and accurate financial reports and schedules. Ability to analyze financial data. Ability to prioritize assignments and meet work deadlines. Ability to communicate effectively verbally and in writing. Ability to establish and maintain effective working relationships with employees, other agencies, and the public. Ability to use Microsoft Office applications. Ability to present training presentations. Ability to review, interpret and apply processes to successfully make payments.
• Ability to effectively communicate, oral and in writing.
• Ability to use Microsoft Office applications
• Experience in accounting, purchasing, auditing, bookkeeping banking/Cashier, or budget experience functions through education or other positions.
• Experience in oral and written communications.
• Experience with accounting software and financial operations.
• Experience to efficiently interpret and apply policies, procedures, or business processes. Experience in using Microsoft Office applications.

Nice To Haves

• Associate degree is generally preferred. Experience and education may be substituted for one another.

Responsibilities

• Review audits, and process agency payment in a timely manner. Research and analyze travel vouchers and communicate professionally with departmental staff via Comments field in eTravel, by phone, or by email to obtain information necessary to correct a reimbursement or relay information. Research, analyze, audit and approve refund of revenue, and expenditures, adjustment, corrections to vouchers and process corrections into CAPPS Financials, and eTravel. Maintains the DSHS Travel Advance Fund and its monthly reconciliation and annual certification. Ensures agency compliance with state requirements, policies, and procedures in financial areas. Contacts current and former employees regarding outstanding vouchers or amounts owed to the fund and follow up. Loads credit amounts onto DART cards for agency employees and responds to inquiries billed on the cards as well as on individual billing accounts of agency personnel. Interact with other Departments to ensure coordination and compliance with all policies and procedures. Advises staff and travelers on account codes, travel policies, contract compliance and agency business processes.
• Process Advance Travel Request. Issue Travel advance cards. Reviews and prepare vouchers/invoices for entry. Handle all Travel reservations. Work closely with reconciliation and central billed Accountants. Works with program areas to get necessary approvals or receivers for purchases. Maintain Travel Advance spreadsheet. Confirms account codes and chart field coding on travel vouchers. Identify and communicate funding issues to leads, budget and program management. Timely and accurate filing and keeping of records and Travel Request forms and distribution of copies of centrally billed items to appropriate team staff for reconciliation of billing accounts. Review vouchers and check for errors prior to entry. Train peers to ensure procedures, coding and state guidelines are being followed. Mail DART cards to travelers. Uses Microsoft Access/Excel/Word, Hal file, USAS and HHSAS to perform essential job functions. Serves as a travel office contact for all regional and state office program staff.
• Serve as liaison between departmental budgets, vendors, and other agencies on all matters relating to payment vouchers, including problem resolution and interpretation of law, rules, and regulations. Ensures vouchers are approved and coded accurately and in accordance with all state and agency regulations. Identify discrepancies or deficiencies related to processing vouchers, payment distribution and vendor setups and initiate necessary corrective action, CAPPS and eTravel. Prepare related reports and correspondences using Word and Excel software programs.
• Process payment voucher and coding. Assist program staff, accounting and budget staff with budgetary matters. Prepare or enter budget journals and transfers as required to address funding issues. Provides technical assistance on accounting matters related to voucher processing and tracking. POA and ETV processing for review by management and budget staff. Uses Microsoft Access/Excel/Word, Hal file, USAS, eTravel System and CAPPS to perform essential job functions. Provide necessary training, and technical assistance to staff. Employees enter balance payment vouchers into CAPPS and emails travelers timely to advise of payments issued and faxes and files accompanying paperwork. Provides technical assistance on accounting matters related to voucher processing and tracking. Uses Microsoft Access/Excel/Word, Hal file, CAPPS, USAS, eTravel and HHSAS to perform essential job functions.
• Assist with eTravel remedy tickets from IT help desk. Works with Manager and Team Leads on staff training, performance, attendance and production. Will bring issues to the attention to management as needed. Completes required internal and external training and refreshers. Keeps management informed of unapproved process or policy changes.
• Other duties as assigned that include, but not limited to: serve as back-up to other Accountants; assist branch as needed; assist in the development of and participate in special projects; maintain current procedures; actively participate and/or serve in a supporting role to meet the agency’s obligations for disaster response and/or recovery and continuity of operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Benefits

• DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree