Job Description

Job Description and Duties

Applicants who previously applied to JC-477267 will not need to reapply as your application will be considered for this vacancy.

Using the Financial Information System for California (FI$Cal), creates vouchers for average to semi-complex payments which may include purchase orders, purchase orders for contracts, rents, direct transfers and settlements.

Independently verifies invoices for accuracy, appropriate authority, and necessary approvals. Authorize 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. Validates charges on supplier invoices against the purchase order, if applicable, ensuring invoices have the appropriate approvals, identifying issues in goods and/or services received. Identifies and corrects payment errors or inaccuracies and notifies suppliers and program staff and follow up to ensure charges were corrected by supplier on subsequent invoices. Ensures 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 variances between the contract accounting records and independent payment logs are researched and reconciled; ensures contract payment amounts accurately 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; verifies 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. Acts as point of contact and provide timely assistance and communication with area and division offices to ensure appropriate documentation is acquired to process revolving fund replenishment.

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. Acts as point of contact and provide timely assistance and communication with area and division offices to ensure appropriate documentation is acquired to process revolving fund replenishment.

Reviews and approves Procurement-card vouchers created through the voucher build process, as well as monitor and correct any voucher build errors. Creates new petty cash and change funds, and replenishes both petty cash and change funds 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; research and respond to various requests for financial information from department managers via e-mail and phone calls. Prepares dispute notifications and stop payment requests. 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.

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

Provides assistance to 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 distribute the incoming mail on a rotational basis.

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 prior to appointment. To satisfy the minimum qualification requirement with education, you must include your unofficial transcript(s)/diploma for initial review. Original diploma or official, sealed transcripts will be required prior to 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 to which the foreign coursework is equivalent.

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 meeting 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

Benefits

Newer gated campus located close to Downtown Sacramento; offers free parking, electric vehicle charging stations, gym, 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 with their STD. 678 Employment Application.  Hard copy applications must also include the classification title, job control number (JC-481719) and/or position number 388-071-4546-702 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 a state application. Applicants who fail to submit a completed 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

Job Tags

Permanent employment, Full time, Contract work,

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