Finance Technician

Job Description

The Finance Technician is primarily responsible for managing p-card transaction data exchanges, reviewing monthly p-card reconciliations for accuracy and completeness, developing training material for p-card users, and performing accounts payable activities, such as, matching, batching, and coding the invoice transactions; entering, posting, and reconciling payable batches; and researching and resolving vendor issues. This position reports directly to the Financial Analyst within the Office of the Acting Chief of Facilities and Operations.

Qualifications

Education: High school diploma or equivalent.

Experience/Skills: Experience in managing financial transactions, including invoice receipt and payment. Prior employment within an accounting office or accounts payable function is preferred. Strong work ethic, superior communication skills, and ability to work well with various stakeholders (internal and external to the organization). Must have good organizational skills and the ability to manage priorities in an effort to meet tight deadlines. Must be very attentive to detail and accuracy.

Essential Functions

• Coordinating and controlling daily file downloads from Bank of America, ensuring no downloads are duplicated and data included in the downloads are complete.
• Importing transaction downloads of p-card transactions into MUNIS, verifying that imported data is complete and no transactions are dropped or rejected.
• Troubleshooting errors occurring as a result of download or import activities, including reviewing field layouts of files to ensure they are as required for MUNIS import and modifying file data as needed to resolve errors.
• Coordinate and track monthly p-card reporting packages received from the schools and departments.
• Developing written procedures manuals for daily and monthly activities performed to manage p-card reporting and MUNIS recording.
• Develop training materials for school and department staff to manage department-level activities to record transactions in MUNIS, attach supporting image documentation and perform statement workflow approvals.
• Schedule, coordinate, and conduct staff large-group and one-on-one training sessions for the offices assigned to support
• Serve as a resource to school and department staff to address questions and inquiries about MUNIS p-card functionality.
• Assembles and reviews vendor invoice detail, and related information and/or documents and compares to purchase order line items (description, pricing, and ordered quantities) to ensure proper authorization for payment and appropriate accounting coding.
• Verify and calculate all extensions and totals on invoices (calculating and taking discounts when applicable).
• Processes documents (e.g. check requests, reimbursements, invoices, etc.) in compliance with ACPS and Commonwealth procurement rules, codes and laws, and expenditure recognition.
• Generates check runs for processed invoices and prepares checks for mailing. Resolves purchase order, contract, invoice, or payment discrepancies and documentation; ensures credit is received for outstanding memos, and issues check stop payments.
• Maintains records, files, and digital image storage (e.g. vendor-paid checks, ledgers, open purchase orders, payment documents, check batches, etc.).
• Researches vendor payment history to prevent duplicate payments and verify vendor unpaid statement balances. Verifies vendor accounts by reconciling monthly statements and related transactions.
• Distributes open purchase order information to schools/departments to facilitate invoice payment processing.
• Participates in meetings and workshops with school/department staff to provide information and guidance on accounts payable processes.
• Performs clerical functions (e.g. answering the telephone, filing, copying materials, distributing materials, etc.) for the purpose of supporting the department operations.
• Prepares written materials (e.g. lists, control logs, reports, etc.) to assist in oversight and management of payables activities.
• Assists ACPS staff and vendors (e.g. check requests, available balances, etc.) for the purpose of providing information and facilitating accounts payable and invoice payment processes.
• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
• Ad hoc reporting as requested by Department Leaders and/or Financial Analyst

Clearances

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.

Public Health Compliance

• Proof of COVID vaccination. Exemptions for religious/medical will be reviewed.
• Must follow safety and health protocols.

WP

Primary Location:
Central Office
Salary Range:
$36,326.40 - $44,716.80 / Support SUP-16
Shift Type:
Full-Time