Accounting Officer (Specialist)

Job Description and Duties

Using the Financial Information System for California (FI$Cal), creates vouchers for the most complex payments which may include purchase orders, purchase orders for contracts, utility, direct pay, and more.

Verifies invoices for accuracy, appropriate authority, and approvals. Makes payments in accordance with the California Prompt Payment Act, State Administrative Manual, State Controller's Office (SCO), Board of Control and all applicable rules, regulations, and departmental procedures. This is accomplished by validating charges on supplier invoices against the purchase order, if applicable, ensuring invoices have the appropriate approvals, identifying issues in good and/or services received. Identifies payment errors or inaccuracies and notifies suppliers and program staff and follow up to ensure charges were corrected by supplier on subsequent invoices. Ensures that invoices are coded correctly and, where there is one contract for multiple areas, ensures that the amount alloted for each area within the contract is not over expended. Ensures that variances between the contract accounting records and independent payment logs are researched and reconciled; ensures that contract payment amounts reflect the latest rates included in the contracts; maintains and reviews payment and transaction histories to ensure that cumulative payments do not exceed contracted authority; and all documentation is provided, as necessary, to SCO to efficiently process the payments.

Creates vouchers in FI$Cal using the Office Revolving Fund (ORF) as requested. Ensures the ORF is replenished timely and in accordance with State laws, rules, and regulations. This requires constant communication with area and division offices to ensure appropriate documentation is acquired to process revolving fund replenishment.

Reviews and approves Procurement-card vouchers which are created through the voucher build process as well and monitoring and correcting any voucher build errors. Creates new petty cash, change funds, and confidential fund and replenishing them through the creation of vouchers.

Independently researches and provides information, assistance, necessary action and correspondence to various levels of departmental staff, suppliers, and control agencies; researches and responds to various requests for financial information from Department managers via e-mail and phone calls. Prepares dispute notifications and stops payment requests. When necessary, determines the cause of overpayment and the appropriate course of action needed to recoup any duplicate payments. Works with vendors to recover over payments, and when received, ensures that payments are coded correctly to properly abate the funds.

Assists other accounts payable staff in resolving issues and providing guidance, as necessary. Assists in the training of new staff. Answers accounts payable unit 's mainline phone and sort and distributes the incoming mail on a rotational basis.

Using FI$Cal, creates new suppliers. Updates current supplier information, as needed (i.e., address or name change). Works with suppliers to obtain the information necessary to pay the supplier.

Performs other duties, within the scope of the classification, as assigned.

You will find additional information about the job in the .

Special Requirements

• The position(s) require(s) a Background Investigation be cleared prior to being hired.

Possession of Minimum Qualifications will be verified before appointment. To satisfy the minimum qualification requirement with education, you must include your unofficial transcript(s)/diploma for initial review. Original diplomas or official, sealed transcripts will be required before the start date. Applicants with foreign transcript(s)/degree(s) must provide a third-party transcript/degree credential evaluation that indicates the number of units, course by course, to which the foreign coursework is equivalent. Foreign education evaluation services can be found at and .

The Statement of Qualifications (SOQ) serves as documentation of each applicant's ability to present information clearly and concisely in writing. Each question must be numbered and addressed in the same order as the questions below. The SOQ must be typed, no more than one page in length, and 12-point Arial font.

1. Explain why you believe you are the best candidate for this position.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Knowledge of accounting
• Ability to communicate effectively with excellent customer service
• Ability to maintain a workload with few errors with the ability to prioritize
• Flexibility with meetingg the needs of the Department
• Excellent computer skills and familiarity with Excel and Word applications
• Ability to work with others at all levels internally and externally
• Excellent attendance, dependability and reliable
• FI$Cal experience

Benefits

Newer gated campus located close to Downtown Sacramento; offers free parking, electric vehicle charging stations, gym, an ATM, on-site Bistro, and is close to a light rail station. Close to bike/walking paths along the American River.

Benefit information can be found on the CalHR website and the CalPERS website.

Additional Application Submission Requirements

Interested individuals shall submit a Criminal Record Supplemental Questionnaire and a Statement of Qualifications with their STD. 678 Employment Application. Hard copy applications must also include the classification title, job control number (JC-530620) and/or position number 388-071-4546-725 on the application.

It is required to submit work/employment experience, dates, hours worked, supervisor names, and supervisor phone numbers on the application in descending order, starting with your current job. Resumes or other documents cannot substitute for a state application. Applicants who fail to submit a complete state application may not be considered.

Do not include any confidential information on any documents you submit for this job vacancy, such as your state application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes but is not limited to, the Equal Employment Opportunity page, your Social Security Number, birth date, driver's license number, examination results, LEAP status, marital status, and age. The job application packet checklist is not required to apply for this position. Failure to follow these instructions may result in your application not being considered for this position.

Although the intent is to fill this vacancy as soon as possible, the exact duration of the selection process can vary and is unknown at this time.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.
• Criminal Record Supplemental Questionnaire
• Statement of Qualifications - A Statement of Qualifications (SOQ) is REQUIRED and MUST be submitted with your application to be considered for this position. Applications received without the SOQ will not be considered. Resumes in lieu of the SOQ will not be considered. Refer to the Special Requirement Section of this job posting for the SOQ questions.