Job Summary:

Independently coordinate a high volume of invoices to ensure payment accuracy and compliance by obtaining necessary approvals, performing data entry and matching, applying use tax accruals, and interpreting accounting policies and procedures. This position requires proactive problem-solving and extensive customer service contact. Responsibilities include but are not limited to auditing and reconciling accounts, such as Procard and vendor statements, as well as supporting audit processes by preparing reports and retrieving files as needed.

Duties and responsibilities:

Generate a variety of direct vendor payments for the assigned Sponsored Program invoices, payment requests, stipends, etc.:

Invoices associated with Purchase Orders: 

• Responsible for auditing Sponsored Program invoices against purchase orders and receiving records, ensuring accuracy of vendor information, product descriptions, order quantities, unit prices, and extended prices.
• Verify freight terms on purchase orders and follow established guidelines for the payment of freight in accordance with basic campus policies.
• Review payment terms, identify discounts and apply to payments within allowable time frames.
• Must apply applicable State Administrative Manual regulations, State Controller Office regulations, Chancellor Office, and auxiliary policies as required to the payment of these invoices.
• Identify product and service purchases requiring the calculation of sales and/or use tax. Calculate the percentage taxable, and appropriately record the tax in the Accounts Payable system.
• Validate the remittance information to ensure payment is delivered to the correct payee address.
• Review match exceptions on a semiweekly basis. Under general supervision, take appropriate action, which may include contacting Purchasing or Receiving, or the vendor for clarification, or reaching out to the ordering department for additional information.
• Take independent action on correcting those match errors within Accounts Payable jurisdiction.

Direct Expenditure Payment Requests and Non-PO based Payments:

• Audit direct expenditure payment requests for all grant payments/sponsored programs award payables to check if allowable within State and campus guidelines and policies.
• Review justification/purpose and determine if adequate information has been provided, using precedent and university policies to explain the benefit to the university.
• Verify any required backup documentation and signature authorization on requests, following standard protocols.
• Confirm if Purchasing or Accounts Payable (AP) manager approval is required and obtained.
• Identify and apply applicable sales or use tax to purchase.
• Ensure standard compliance by verifying any applicable documents (registration, permit, license fee, subscription, membership, or other forms) were completed by requesting department and ready for submission with a check to the vendor.
• Monitor assigned direct expenditures that are received regularly (monthly, quarterly, or annually - such as utilities) where ongoing approval has been established from the department in memo form to Accounts Payable.
• Ensure anticipated invoices are received and audited to specific associated guidelines.
• Independently identify and resolve routine issues with invoices, ensuring missing invoices are obtained and paid before established due dates.
• Responsible for auditing independent contractor payments to ensure proper protocol has been followed by requesting department.  
• Understand, interpret, apply, and explain applicable State Controller, Chancellor Office, and auxiliary polices related to accounts to staff, faculty, and outside vendors. Make sound independent decisions in terms of applying policies.
• Assist in reconciling travel, employee expenses, and procurement card charges (P-Card) and help in basic training of campus stakeholders, using established processes.

Accruals and Closing

Processes payment requests and invoices for timely closing.  Handles accruals at year-end.

Procard Reconciliation

• Audit and reconcile routine P-Card statements, review supporting documentation to ensure allowable expenses are in line with campus guidelines and policies.
• Coordinate with Procurement to confront late reconciliation, policy violations, and card suspensions.
• Review sales taxes and complete use tax accruals when necessary.
• Submit monthly use tax accrual spreadsheets for reporting in adherence to standard reporting practices.

Data Entry

• Create vouchers (Purchase Order Vouchers, Regular Vouchers, and Adjustment Vouchers) for payment into the PeopleSoft AP module: enter vendor identification number, purchase order number when applicable, account and fund information, invoice date, invoice number and dollar amount(s)
• Using policy and procedures, enter sales/use tax, freight, apply discounts when applicable, calculate and record reportable payments and any associated withholding.
• Verify remittance address information and request updates to vendor files as required.
• Under general supervision, identify and enter important date information for the voucher, such as the payment due date for check issuance and the accounting date for voucher posting. Record key voucher, invoice, and vendor information in the comment panel of the voucher.

Vendor Data Records and 204 Collection

• Verify, interpret, and apply data vendor record information for each payment to ensure proper identification and reporting of taxable income in accordance with Internal Revenue Service (IRS) and Franchise Tax Board (FTB) regulations.
• Calculate and record tax liabilities collected for generating IRS 1099 and FTB 592 tax forms, withholding State tax when applicable.

Customer Service and Statement Reconciliation

• Handle incoming inquiries (telephone and written communications) for vendors assigned to this position.
• Answer standard questions regarding payment status, follow up on missing information, handle vendor stop payment requests and reissues, and research problems.
• Review statements on a regular basis, investigating aging outstanding amounts.
• Notify vendors of reason for non-payment, payment adjustments, or provide check issuance information as required.
• Prepare routine types of correspondence related to Accounts Payable activities. This includes vendor correspondence: requesting information or backup documentation such as freight bills, completion of vendor data records, proof of publication; provide detailed payment information, including reasons for disputed invoices, policy explanations, and State payment requirements.
• Correspond with departments to inform them of rejected direct expenditure or independent contractor requests, explaining appropriate steps to be taken before resubmitting or explanation as why the expenditure may not be submitted through the State.
• Correspond with Procurement to identify basic problem purchase orders and requested action or clarification.

Work Assignment Coordination

• Responsible for independently organizing and prioritizing assigned invoice and document flow to ensure proper attention is given to work in terms of issuing payments within terms and resolving problems in a timely manner.

Pay Cycle and Payment Audit

• Generate payments according to set schedule.
• Audit paid files and reconcile against payments generated.
• Record payment in the appropriate log.
• Create appropriate reporting and archive files for future audits. 
• Prepare checks for mailing or pickup as appropriate.
• Obtain signatures on checks as required. 
• File supporting documentation according to policy.
• Other classification related duties as assigned.

Minimum Qualifications:

• Equivalent to three years of progressively responsible financial record-keeping experience which has provided the above knowledge and abilities.
• Any equivalent combination of education and experience which provides the required knowledge and abilities.

Required Qualifications:

Knowledge:

• Thorough knowledge of financial record-keeping, mathematical and general office methods, procedures, and practices.

Abilities:

• Must be able to apply accounting procedures and practices to the analysis of basic accounting problems
• Analyze and interpret accounting data
• Apply problem solving techniques in finding solutions to basic accounting problems
• Understand and apply applicable rules, regulations, policies, and procedures
• Use current computer word processing and spreadsheet software programs, web browsers, query tools, integrated financial systems and/or other types of records management systems, such as student accounting, cashiering and student financial aid
• Work independently; and make sound decisions and recommendations regarding accounting activities.

Preferred Qualifications:

• Ability to process a high-volume of invoices and related documents
• Analyze and resolve complex problems
• Effective oral and written communication skills
• Skilled in organizing work and setting priorities
• Ability to reconcile supplier accounts
• Ability to process invoices from onscreen images and in using an online imaging system
• Microsoft Windows Office experience including Word, Excel, and Outlook email software
• Peoplesoft Enterprise Systems preferred
• Ability to fit in with a large team environment
• Working knowledge of accounting concepts such as debits, credits, accruals, refunds, payment terms and discounts
• An understanding of tax reporting regulations (1099, 1042S and 592B) experience preferred
• P-Card reconciliation experience a plus
• Previous experience in higher education a plus
• A courteous, professional demeanor and excellent customer service skills
• An understanding of general accounting concepts
• Experienced with a document imaging system and ERP system (accounts payable module) and skilled in processing a high invoice volume with accuracy
• Able to meet deadlines while offering the highest levels of customer service
• The selected candidate must pass a pre-employment background investigation to be hired for this position.

License/Certifications:

• Possession of a valid California driver’s license.

Compensation and Benefits:

Anticipated Hiring Range: $3,872 - $4,100 per month

Classification Hiring Range : $3,872 – 6,428 per month

Work Schedule: Academic Year: 8am - 5pm, Monday - Friday

Summer: 7am - 5:30pm, Monday - Thursday

The salary offered will take into account internal equity and experience among other factors.

 

Application Deadline : December 3, 2024

 

The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 15 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.

Position Information:

Full-time, Non-Exempt, Probationary

This position classification has been defined as non-exempt and is subjected to overtime provisions of the Fair Labor Standards Act (FLSA).

First considerations will be given to candidates who apply by Tuesday, August 20, 2024, and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received

As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).

Conditions of Employment

Background Check

Satisfactory completion of a background check (including a criminal records check) is required for employment.  CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information.  Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.

Driver’s License Check

Possession of a valid Driver's License is required.  Employees in this position will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.

I-9

CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Statement of Commitment to Diversity

In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.

California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion

Closing Statement:

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact CSUSB Benefits at benefits@csusb.edu.

Smoking

CSUSB is a smoke and tobacco-free campus.  See policy at  https://calstate.policystat.com/policy/6591951/latest/.

Clery Act

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal State San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act

The work may require the ability to work overtime, weekends, and holidays; rotating night, evening, and day shifts; non-standard (8, 10 and 12-hour) shifts and flexible, non-standard workweeks per departmental staffing rules.