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Accountant II

7 months ago

Grand Prairie, United States Texas Department of Aging & Disability Services Full time
Job Description:
Accountant II
Perform entry level accounting and analysis work applying accepted HHSC policies and procedures for the preparation and maintenance of accounting records. Performs technical and detail work to process purchase vouchers for goods and services, utilizing CAPPS 9.2 Financials. Reconciles and verifies invoices, contracts and Pre-requisition forms against purchase vouchers to ensure proper coding and documentation for accuracy of payments and auditing purposes. Monitors and analyzes expenses for Regional Administrative Contracts to ensure that expenses don’t exceed contracted limits. Maintains automated Financial Management Workbook to track regional cost pool and program overhead expenditures to support reporting requirements and to develop budget projections. Receives and responds to inquiries from staff and vendors in reference to Accounts Payable and Financial Services Operations. Initiates process to obtain new vendor TIN numbers. Retrieves and compiles information using CAPPS 9.2 Financials, Excel and accounting skills to develop and prepare statistical and financial reports to summarize financial transactions which impact the regional budget. Follow up with field staff and Business Services staff to verify completion and received dates on services and items received. Serve as Super User or back up Super User in the purchasing pre-requisition process. Assists in the management of the TxSmartBuy supply purchasing system.

Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy.

Receives invoices and prepares purchase vouchers for the payment of goods and services utilizing CAPPS 9.2 Financials. Ensures that there is a valid purchase order for encumbered purchases and a valid contract for leases, janitorial and other contracted services, before processing payment. Ensures the timely payment of invoices to avoid the assessments of interest payments, including coordinating and follow up with Business Services to obtain the appropriate CAPPS 9.2 Financials receiving reports and verification that services were received. Monitors the contract purchase orders to ensure that the expense amount does not exceed the contracted amount. Runs the Voucher Aging Report. Follows up with vendors to request invoices for outstanding accounts payable. Resolves payment discrepancies, answers inquiries from staff, vendors and central office. (55%)

Assists in the management of the TxSmartBuy Supply Purchasing System. (15%)

Serve as Super User or backup Super User in the purchasing process which includes the tracking of requisitions. Retrieves pre-requisition forms from regional purchasing box, assign department ID, account, origin code, and bill to codes. Enters the information on CAPPS 9.2 Financials after obtaining necessary approvals to retrieve a requisition number and start the procurement process. Communicates and follows up with PCS to ensure that purchase order numbers are assigned and that purchase order is correct and complete. (15%)

Compiles information and expenses data to develop and prepare financial and statistical reports that are used by the Regional Financial Services Manager to monitor the regional budget expenditures and to make budget projections. Assists in the maintenance of the regional workbook for regional cost pool. (10%)

Processes accounts receivable by receiving checks from vendors and providers and preparing receipt for credit to appropriate dept. ID and budget period. Orders and maintains receipt book. (5%)

Knowledge Skills Abilities:
Knowledge of payment policies and procedures.

Knowledge of procurement policies and procedures.

Knowledge of accepted accounting principles and practices.

Knowledge of automated financial systems such as: CAPPS 9.2 Financials and USAS.

Skill in the use of standard agency computer hardware and software, such as Microsoft Office Suite.

Skill in working accurately with numerical data and mathematical computations.

Skill in analyzing, auditing, consolidating, and interpreting accounting and budget data.

Skill in establishing and maintaining accounting controls.

Skill in using calculator, personal computer, the internet, and related office equipment.

Ability to analyze expenditure information to perform statistical analysis.

Ability to conduct the business of the unit in a professional and courteous manner.

Ability to maintain effective working relationships with others.

Ability to communicate effectively, both orally and in writing.

Ability to manage and prioritize multiple tasks and work with short deadlines.

Ability to work independently with limited supervision.