Accounting Officer - Facilities & Services
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About The Position
The Accounting Officer for Facilities & Services is responsible for managing bookkeeping and accounting practices related to the payment of Purchase Orders and P-Card transactions. This position requires a thorough understanding of the entire purchasing process, from order placement through to the payment of invoices. The officer will review and evaluate Purchase Orders and P-Card transactions, as well as receiving documents, receipts, and transaction documents. This involves analyzing various spreadsheets, websites, invoices, and statements to resolve problems, obtain credits, and process vendor payments effectively. Key duties include reviewing vendor invoices for completeness and accuracy, ensuring that item descriptions, quantities, unit prices, and extended prices match the items ordered. The officer must verify that the correct Purchase Order (PO), release, and CFOAP codes are applied correctly for each purchase. Additionally, they will ensure compliance with freight terms, apply all prompt pay discounts and contractual discounts, and confirm that no unnecessary taxes are applied to invoice payments. The role also involves posting vendor invoices, P-Card transactions, and credits to various Facilities & Services systems, which requires accurate data entry of invoice numbers, transaction details, and amounts due. The officer will respond to vendor inquiries regarding payment information and document all issues related to individual invoice payments, including the nature of the problems and their resolutions. Maintaining a daily work queue of invoices and reconciling discrepancies between orders, receiving records, and invoices is crucial. This may involve communication with vendors, University Payables, and other campus units. The officer will utilize the Banner Financial system to assist in reconciling payment discrepancies and vendor inquiries, and will also record meeting notes for various departmental meetings. The position supports the mission, vision, values, and guiding principles of Facilities & Services, and may involve performing other related tasks as assigned.
