Financial Associate (Payroll) 20024643

Ohio Department of Administrative Services•Orient, OH

About The Position

This position works under immediate supervision and requires some knowledge of accounting systems and procedures • Performs data entry chartfield coded Request to Purchases into OAKS • Processes vouchers in OAKS for EDI, payment card, capital payments and 5%25 of other assigned vouchers • Submits assigned invoices with attached supporting documentation to Ohio Shared Services (OSS) for processing the OAKS voucher (e.g., OAKS, Excel Spreadsheet, Word) • Prepares local funds for voucher payments • Validates all types of vouchers for management approval • Validations of invoices include but are not limited to: determines accuracy, remittances and validity of invoices, and prepares vouchers for invoice payments or disbursement of funds • Verifies mathematical accuracy, quantity of goods purchased and received, purchase price, applicable discounts, and freight charges • Reconciles discrepancies • Verifies appropriation sources • Matches invoices to delivery receipts and purchase orders • Places invoices in recaps, determining total amount of recap and voucher numbers • Verifies accuracy of money remitted • Forwards invoices to appropriate divisions prior to processing the voucher for approval • Obtain all types of receivers through electronic signature approval, email, signed invoices • Examines and verifies invoice calculations, delivery receipts and other supporting documentation • Utilizes resources to validate all types of invoices (e.g., retrieves data from OAKS FIN, CACTAS or other files and ledgers) information for financial reports • Prepares bi-weekly, monthly, quarterly and/or annual reports on accounts maintained • Posts, updates and balances ledgers and journals to include internal accounts for local funds, all types of purchase orders and encumbrance documents, transfers, cancellations, and vouchers payable • Posts receipts and balances accounts on daily/weekly/monthly basis • Reconciles internal accounts • Verifies management approval of the voucher through OAKS and/or local funds. • Performs variety of related clerical tasks (e.g., opens and sorts mail) • Composes and edits correspondence relative to assigned work • Maintains files • Operates equipment to generate typed reports and correspondence • Answers telephone inquiries • Greets customers • Responds to or refers complaints • Answers general inquiries within established guidelines) • Completes forms (e.g., purchase orders) and inventory levels and activity reports • Handles inventory control and asset depreciation. • Attends meetings and trainings • Assists other financial associates as directed by supervisor • Works on special projects and committees • Performs other duties as assigned.

Requirements

18 mos. exp. or 18 mos. trg. in accounting &/or finance to include a basic level of experience in spreadsheet software.
completion of high school technical program in accounting; 6 mos. exp. or 6 mos. trg. in accounting or finance to include a basic level of experience in spreadsheet software.
completion of associate core program in business administration, accounting, finance or related field.
equivalent of Minimum Class Qualifications for Employment noted above.

Responsibilities

Performs data entry chartfield coded Request to Purchases into OAKS
Processes vouchers in OAKS for EDI, payment card, capital payments and 5%25 of other assigned vouchers
Submits assigned invoices with attached supporting documentation to Ohio Shared Services (OSS) for processing the OAKS voucher (e.g., OAKS, Excel Spreadsheet, Word)
Prepares local funds for voucher payments
Validates all types of vouchers for management approval
Validations of invoices include but are not limited to: determines accuracy, remittances and validity of invoices, and prepares vouchers for invoice payments or disbursement of funds
Verifies mathematical accuracy, quantity of goods purchased and received, purchase price, applicable discounts, and freight charges
Reconciles discrepancies
Verifies appropriation sources
Matches invoices to delivery receipts and purchase orders
Places invoices in recaps, determining total amount of recap and voucher numbers
Verifies accuracy of money remitted
Forwards invoices to appropriate divisions prior to processing the voucher for approval
Obtain all types of receivers through electronic signature approval, email, signed invoices
Examines and verifies invoice calculations, delivery receipts and other supporting documentation
Utilizes resources to validate all types of invoices (e.g., retrieves data from OAKS FIN, CACTAS or other files and ledgers) information for financial reports
Prepares bi-weekly, monthly, quarterly and/or annual reports on accounts maintained
Posts, updates and balances ledgers and journals to include internal accounts for local funds, all types of purchase orders and encumbrance documents, transfers, cancellations, and vouchers payable
Posts receipts and balances accounts on daily/weekly/monthly basis
Reconciles internal accounts
Verifies management approval of the voucher through OAKS and/or local funds.
Performs variety of related clerical tasks (e.g., opens and sorts mail)
Composes and edits correspondence relative to assigned work
Maintains files
Operates equipment to generate typed reports and correspondence
Answers telephone inquiries
Greets customers
Responds to or refers complaints
Answers general inquiries within established guidelines)
Completes forms (e.g., purchase orders) and inventory levels and activity reports
Handles inventory control and asset depreciation.
Attends meetings and trainings
Assists other financial associates as directed by supervisor
Works on special projects and committees
Performs other duties as assigned.