Accounting Technician

Primary PurposeThis position is critical to the day-to-day operations and independently performs several essential financial and administrative functions utilizing multiple systems. Duties include significant data entry, invoice processing, payments, purchase-card reconciliation, work-order billing, time entry and labor posting, travel requests, and maintaining accurate and timely financial records. This position’s responsibilities directly support financial controls, timely payments, accurate billing, and Facilities Operations’ financial and administrative operations.Essential Duties And ResponsibilitiesThe Facilities Accounting Technician performs critical administrative and financial functions that support Facilities Operations’ daily operations and fiscal accountability. This position is responsible for accurately and promptly entering, maintaining, reconciling, and compiling financial and operational data in the Facilities computerized maintenance management system (AiM). Major responsibilities include, but are not limited to: Prepare and maintain complex accounting and financial records relevant to workflow, work orders, daily labor reports, external expenditures made by multiple shops with P-cards, Purchase Orders, Standing Orders, Contracted Services, and Internal Warehouse issues. Transfer all information into Facilities’ computerized maintenance management system (AiM). Post and reconcile employee labor entries. Process and maintain records; and balance a daily reconciliation detailing accounts receivable for all labor, materials, and expenditure refunds. Update reconciliation procedures as system changes are implemented. Maintain all historical data and accounting records for auditing purposes. Extensive training and complete knowledge of the Banner Finance system and Facilities’ computerized maintenance management system (AiM) are required to resolve problems, answer inquiries, and maintain accurate funding sources. Compile, create, prepare, and maintain numerous reports and spreadsheets detailing financial, accounting, clerical, cost comparisons, and statistical reports. Process and reconcile P-card transactions for multiple funds, process orders in YoMart, direct payments, and purchase orders. Compile data and prepare statistical reports to assist management with budgeting and purchasing projections. Maintain electronic and other files for all reports, data entry, and billing transactions. Archive records when audits are completed at the end of each fiscal year. Process travel authorizations, advances, and reimbursements for all staff. Maintain a travel log that will track pending and completed travel requirements for each division. Perform administrative work related to the University Purchasing system and Banner Finance. Assist with AiM upgrades and enhancements. Balance work order journal entries and process adjustments as required. Transfer charges as required for project management purposes. Ensure funds and accounts are accurate before billing. Assist with the division’s uniform program by maintaining communication with the vendor, supervisors, and the Warehouse Manager to coordinate shop ordering schedules and support smooth uniform operations. Maintain accurate spreadsheets and records for each shop, verify invoice accuracy prior to payment processing, and follow up with the vendor on discrepancies or outstanding issues. Work with Administration to identify and implement improvements to uniform-related processes and procedures. Work closely with Facilities Management IT staff, testing upgrades and program enhancements to ensure accuracy before implementing any system upgrades in production. Duties will include additional administrative duties as assigned.Minimum QualificationsGraduation from High School and one year of experience in accounting work; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.Preferred QualificationsPrefer an individual with extensive experience with AiM, Auxiliary billing procedures, Banner Finance, E-print, P-card reconciliation, Travel procedures, Purchasing procedures, and all aspects of University funding (State, Trust, Auxiliary, Foundation, Capital Improvement, Construction Funds, etc.). Extensive knowledge of funding sources involving a combination of state, trust, federal, and private funds is required in order to determine that expenditures are properly charged. Above-average computer skills and proficiency with Microsoft 365 software (Excel), Google Suite, and standard office equipment. Knowledge of accounting principles, practices and procedures. Ability to understand, interpret and apply laws and regulations to the maintenance of financial records. Excellent organizational skills and the ability to deal with the public and work with colleagues in a professional and sensitive manner are essential. Must also have excellent verbal and written communication skills, strong problem-solving skills, be highly motivated and conscientious, work effectively in a team setting with multiple staff and personalities, and be willing to work independently and in stressful situations. Attention to detail and accuracy are essential, as this position is fully responsible for receiving, reviewing, creating, and verifying financial data from multiple sources. Must have strong interpersonal skills and the ability to prioritize workflow in order to meet various deadlines; exercise judgment, discretion, and negotiation skills in problem situations. Ability and willingness to adapt to software upgrades and procedural changes are required.