Accounting Assistant II - Accounting & Procurement

Accounting Assistant II - Accounting & Procurement
Location: Valdosta State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 299162
About Us

As a comprehensive institution of the University System of Georgia, Valdosta State University (VSU) is a welcoming, aware, and vibrant community founded on and dedicated to serving our communities' rich and diverse heritages. Through excellence in teaching, basic and applied research, and service, VSU provides rigorous programs and opportunities that enrich our students, our university, and our region. As such, the VSU mission consists of three interrelated parts that includes a student mission, university mission and regional mission. The university is equally dedicated to the core values of community, including a commitment to practice civility, integrity and citizenship. As members of this community and proud Blazers we strive to uphold these core values for the advancement of the University, as stated in the Blazer Creed and reflected in our commitment to the University System of Georgia's Core Values.

Blazer Creed Valdosta State University is a learning environment based on trust and mutual respect in which open dialogue, vigorous debate, and the free exchange of ideas are welcome. The University is equally dedicated to the core values of community, including a commitment to practice civility, integrity, and citizenship. As members of this community, and proud Blazers, we will strive to uphold these core values for the advancement of the University. Civility - A Blazer shows courtesy and compassion as well as respect for the dignity of every human being. Integrity - Each Blazer is responsible for his or her own actions, and our community is stronger when we contemplate the context of our decisions and uphold the principles of trust and honesty. Citizenship - Every Blazer has an interest in the well-being of the community, and, therefore, a duty to stay informed, to make positive contributions, and to offer support to those who need help.As a Blazer, we pledge to uphold the core principles of Civility, Integrity, and Citizenship .Job Summary

Provides support for assigned department or unit accounting functions by computing, classifying, and recording numerical data in order to prepare, process, and maintain financial records.

Based on the recent Proclamation: Restriction on Entry of Certain Nonimmigrant Workers (H-1B) , VSU will not be sponsoring any new H-1B visa petitions until further notice.

Responsibilities

Department Summary

This position is responsible for the accurate and timely processing of all third-party vendor payments and employee reimbursements for the university community. The role serves as the primary accounts payable contact for vendors and employees with last names or company names beginning A through M. Key responsibilities include maintaining and updating utility payment spreadsheets, processing bursary-related accounts payable transactions, and preparing the monthly accounts payable aging report.The position also supports internal and external audits by providing requested documentation and explanations. Additionally, this role is responsible for developing, maintaining, and continuously updating the Accounts Payable Procedures Manual to reflect evolving business processes, including authoring procedures specific to the position. Due to operational demands, the position requires flexibility to work beyond normal university hours during peak processing periods, particularly at fiscal year-end. Performs other related duties as assigned.

Typical Allocation of Duties :

Perform accounts payable and/or receivable - 15%
Perform a variety of accounts payable/receivable functions. Maintain accounts. Process invoices, purchase orders, vouchers, and other related documents.

Review for accuracy - 15%
Review figures, postings, and documents for correct entry, mathematical accuracy, and proper coding.

Compliance - 15%
Ensure compliance with federal and state regulations, University policy, and generally accepted accounting principles.

Perform financial calculations - 15%
Perform a variety of intermediate to complex financial calculations.

Operate accounting software - 15%
Operate accounting software to record, store, and analyze information.

Balance funds and prepare deposits - 15%
Balance a variety of funds, including cash, and prepares bank deposits.

Prepare reports - 10%
Prepare a variety of regular and special financial reports for both internal and external customers.

Supervisor Expectations :

• Process check requests including checking for proper documentation and signatures, along with cash availability.
• Process purchase order payments, including verification of remaining funds, receipt of products and matching of invoice item to PO line item.
• Process and record manual payments (electronic funds transferred outside of Accounts Payable).
• Develop and update spreadsheets for internal use, including utility payments, AP Aging, Standing T-Auth, purchase exceptions, exempt from car-cost-comparison and traveler's whose home office is other than VSU.
• Process employee travel expense reimbursement ensuring compliance with BPM and IRS regulations.
• Respond to inquiries from employees regarding travel utilizing Business Procedure Manual Section 4.0.
• Answer questions from university personnel as well as vendors regarding payment status.
• Assist with the year-end closeout process and gather information for the auditors as requested.
• Receive and distribute new vendor forms for processing and occasionally assist with vendor set up.
• Continuously review travel between April 30 th through June 15 th to identify employees and/or supervisors that need to be contacted regarding travel estimates.
• Communicate with other departments on campus to obtain information needed to substantiate payment of an expense.

Required Qualifications

Required Experience
High school diploma or equivalent and three (3) years of related work experience.

Proposed Salary

$19.86/hr ($41,307/annual)

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at .

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at .

Conditions of Employment Applicants are required to provide:

professional references with current contact information

documentation of academic credentials

employment history

Please note that during the search process, VSU reserves the right to:ask candidates who will serve in Positions of Trust to disclose criminal record history during the initial screening process and prior to a conditional offer of employment,view social media outlets, andremove job postings without additional notification.Employment is contingent upon:successful completion of a background check investigation, including a criminal background checkreference checksEmployment may also be contingent upon the job-based requirements if applicable for your position:satisfactory credit checksuccessful completion of a Motor Vehicle Report (MVR)pre-employment drug testingconfirmation of credentials After initial hiring, employees will be required to successfully complete all of the following training:New employee orientationVSU's Annual Compliance Training:USG Ethics PolicyConflict of Interest/Outside Activities PolicyDrug Free WorkplaceSexual Misconduct and Title IXFamily Educational Rights and Privacy Act (FERPA)Motor Vehicle PolicyWorkers Compensation (new hires)Georgia Open Records Act (new hires)USG Cybersecurity Training (required twice yearly)Job-specific training such as: FMLA and Worker's Compensation, Budget Manager training, Purchasing Training (ePro & PCard), and Defensive DrivingEqual Employment Opportunity Valdosta State University is an equal opportunity educational institution. It is not the intent of the institution to discriminate against any applicant for admission or any student or employee of the institution based on the age, sex, race, religion, color, national origin, disability, or sexual orientation of the individual.Background Check

• Position of Trust + Credit

Accommodations

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Clery Disclosure

The Jeanne Clery Campus Safety Act requires institutions of higher education to publish an Annual Security and Fire Safety Report (ASFSR). The ASFSR includes crime statistics for the three previous calendar years of reported crimes that occurred on campus; in or on certain non-campus buildings or property owned or controlled by our institution; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and fire safety policies and statistics. The ASFSR is published annually by October 1 and is available online at: . You may request a paper copy of the report by emailing ....