Fiscal Technician - Accounts Payable (INTERNAL BIDDERS ONLY)

Position Summary & Description

THIS POSITION IS POSTED IN ACCORDANCE WITH THE
AFSCME COLLECTIVE BARGAINING UNIT

SUMMARY:

The Fiscal Technician plays a key role in ensuring all University payments are processed accurately, efficiently, and in a timely manner while maintaining compliance with PASSHE Expenditures of Public Funds Guidelines, Standards, and Limits. This position also oversees the administration and management of University-owned cellular devices, providing support for effective communication across the institution.
Review the PA Specifications for this Job Title.

The above duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

ESSENTIAL DUTIES:

• Process invoices for payments of phones (lines and equipment), internet, and utilities using the SAP/SourcePoint systems.

• Process invoices by organizing, recording, and processing payments in a timely manner; ensuring accurate accounting.
• Invoice reconciliations and discrepancy investigations.
• Collaborate with IT personnel to ensure purchase requisitions are established for vendors at the beginning of each fiscal year.
• Obtain the necessary approval of invoices before payment for phone (lines and equipment), internet, and utilities (gas and electric)
• Process requests, order, distribute and document University cell phones. Pay monthly invoices of same.
• Reconcile invoices monthly to ensure the cost center used, balances with disbursements.
• Disburse phone charges to university departments via GLSU journal entry.
• Process GLSU journal entry distributions for financial operations staff.
• Maintain vendor accounts; create new vendors and updates to existing vendors.
• Maintain confidentiality of vendor banking information.
• Review vendor information to see if 1099 is applicable.
• Provide approvals for Food Refreshment Requests; ensure all is correctly completed and required documents are provided to support the request; ensure the purchase of food in accordance with the Expenditures of Public Funds Guidelines, Standards, and Limits.
• Process Aramark invoices and ensure all documents are provided before payment.
• Record and distribute monthly gift interest per the monthly rate provided by PASSHE.
• Record and document monthly fuel oil inventory and report to budget office.
• Maintain utilities recordkeeping for budget office.
• Pickup and sort Financial Operations mail.
• Create professional relationships with vendors and colleagues.
• Stay up to date and current in SourcePoint and SAP Training.
• Assist with year-end closing tasks to prepare IUP for audit and financial reporting.

WORK SCHEDULE:
Monday through Friday 8:00 AM to 4:00 PM

Position Qualifications

MINIMUM EDUCATION AND TRAINING:

• One year as a Fiscal Assistant.

or

• Three years of work involving the maintenance of fiscal or financial records, including one year of responsible work which involves the application of accounting or fiscal principles and practices and graduation from high school .

or

• One year of experience in maintaining and reviewing fiscal records and an Associate degree in accounting or business administration.

or

• Any equivalent combination of experience and training.

REQUIRED SKILLS AND KNOWLEDGE:

• Candidates must communicate effectively and perform well in the interview(s).
• Candidates must have communication skills and cross-cultural abilities to maximize their effectiveness with diverse groups of students, colleagues, and community members.

The salary for this position is determined by the AFSCME Collective Bargaining Agreement.

Special Instructions to Applicants

This position is posted consistent with the A-1 Bargaining Unit in accordance with the AFSCME Collective Bargaining Agreement

1. Full-time, regular Fiscal Assistant employees of an opportunity to submit a bid for shift preference.

2. Full-time temporary Fiscal Assistant employees of an opportunity to submit a bid for a regular Fiscal Technician.

3. If no shift or seniority bids are received, this position will be posted for all other applicants for an additional 10 days.

Current employees in their probationary period will only be considered for shift preference or seniority bidding within their classification series.

Bidders can submit their interest in this position by replying to supplemental questions on the online job application. Bidders are not required to submit a cover letter or resume. Please do not fax, mail or e-mail any documentation.