DPS - FIN - Accounts Payable Technician - 1002

Texas A&M International; Austin (TX); On-site; USD 60,000 - 76,000; Full time

Job summary

Texas Department of Public Safety is seeking a senior accounting professional to perform highly complex accounts payable duties, processing invoices, travel vouchers, and credit card statements in accordance with policy. You will verify encumbrances, vendor data, and billing accuracy, and prepare vouchers for payment in CAPPS/USAS.

Under limited supervision, you will reconcile discrepancies, track payments, and generate reports while applying strong attention to detail and adherence to the

Qualifications

• High school diploma required; college accounting coursework preferred.
• Minimum of one year in accounting-related work; government or AP experience preferred.
• Ability to interpret invoices, agreements, and budgets; attention to detail is essential.

Responsibilities

• Process invoices, travel vouchers, and credit card statements.
• Review data for encumbrances, vendor information, and billing accuracy.
• Enter data into CAPPS or USAS; prepare payment vouchers.
• Track payments and research delinquencies; resolve discrepancies.
• Coordinate with vendors and department staff for information and approvals.
• Produce reports and maintain organized accounting records.

Skills

Invoices processing

Vendor communications

Data entry

Microsoft Excel

Accounting principles

Education

High School Diploma

College coursework in accounting

Tools

CAPPS

USAS

Excel

Job description

GENERAL DESCRIPTION:

Perform highly complex (senior-level) technical accounting support work. Process invoices, travel vouchers or credit card statements for products and services, accuracy, and adherence according to current policies and procedures. Review invoices to determine the accuracy of encumbrances, billing amounts, vendor information, and reconcile identified discrepancies regarding item(s) or services being billed. Initiate vouchers for payment of invoices or travel vouchers and enter relevant data into a computerized accounting system. Work under limited supervision, with considerable latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position.

Applicants must fully complete the summary of experience to determine if minimum qualifications are met.

ESSENTIAL DUTIES / RESPONSIBILITIES:

• 1. Perform detailed reviews and process payments for invoices for various products and/or services, travel vouchers, or credit card statements. Review receiving reports and verifies accuracy of all invoice data and vendor information. Research, resolve and edit any past due amounts, fees, fines and/or taxes. Calculate extensions and totals shown on the invoice to verify accuracy.
• 2. Track invoices and/or travel vouchers using internal tracking systems to ensure payments are made in a timely manner.
• 3. Prepare spreadsheets as needed to calculate and document the pro-rated allocation of invoice amounts among various budgets. Contact vendors or Department employees to clarify or obtain needed information, documentation, or approvals, and to coordinate credits to be applied.
• 4. Monitor status of invoices and/or travel vouchers awaiting additional information, documentation, or approval; document budgetary responsibility for accrued interest due to processing delays.
• 5. Code and process payment of invoices and/or travel vouchers charging identified budgets for payment in the State Comptroller's Accounting System (CAPPS) Centralized Accounting and Payroll/Personnel System. Prioritize workload and schedule payments to comply with legislative provisions of the Prompt Payment Act and avoid the accrual of interest charges.
• 6. Research delinquency, termination, and/or disconnect notices to establish payment status and contact vendors for resolution. Respond to inquiries from vendors and Department employees regarding the receipt, processing stage, and warrant issuance for all assigned invoices. Review and request receipts, documentation, or verification of all travel related or credit card expenses. Query the automated accounting system to determine status and to identify actions required to activate transactions rejected due to technical error. Identify purchases which may be capitalized, code payment appropriately and forward information to the appropriate accounting office to be added to asset inventory.
• 7. Operate a personal computer to enter, retrieve, edit, and balance the accounts payable information into the Centralized Accounting and Payroll/Personnel Systems (CAPPS), or Uniform State Accounting System (USAS) automated accounting systems; and to prepare reports, correspondence and other communication using word processing and spreadsheet software applications.
• 8. May work with departments to initiate and establish vendor setups and accounts to ensure accurate and timely payments.
• 9. May prepare a variety of monthly or annual reports pertaining to contract orders, vendors, gasoline deliveries, or other accounts payable operations.
• 10. May perform detailed review and process replenishments for established petty cash accounts.
• 11. May process cash refund documents from Department components.
• 12. May process inter-agency transaction voucher documents from other state agencies.
• 13. Attend work regularly and observe approved work hours in accordance with agency leave and attendance policies.
• 14. Perform related duties as assigned.

GENERAL QUALIFICATIONS and REQUIREMENTS:

• Education - Graduation from a standard senior high school with a High School Diploma is required. Additional college coursework in accounting is preferred.
• Experience - Minimum of one (1) year experience performing accounting related work. Experience in applying accounting principles, and/or experience with accounting systems is preferred.
• Substitution Note: Education of the type described may be substituted for the experience requirement on a year-for-year basis. Note: thirty (30) semester hours is considered equivalent to one (1) year of education.
• Licensure and/or Certification - If driving is required, must possess a valid driver license from state of residence.
• Regulatory knowledge - Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies, and procedures.
• Interpersonal Skills - Must demonstrate an ability to exercise poise, tact, diplomacy, and an ability to establish and maintain positive, working/professional relationships with internal/external customers.
• Organizational and Prioritization Skills - Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness, or professionalism.
• Research and Comprehension - Must demonstrate ability to access relevant information and be able to utilize and/or present research and conclusions in a clear and concise manner quickly and efficiently.
• Analytical Reasoning/Attention to Detail - Must demonstrate an ability to examine data/information, discern variations/similarities, and be able identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, and solve problems.
• Technology (computers/hardware/software/operating systems) - Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to quickly learn multiple system requirements and troubleshoot solutions to issues.
• Confidentiality and Protected Information - Must demonstrate an ability to responsibly handle sensitive and confidential information and situations and adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information.
• Safety - Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.
• Travel and/or Schedule - Availability for after-hour and weekend work is required as needed. This position may have the ability to telecommute based on the needs of the division/agency. Travel/Drive in city as needed.

PHYSICAL and/or ENVIRONMENTAL DEMANDS:

• - Environment: Office;
• - Ambulatory skills, e.g. stand, walk, sit;
• - Hand-eye coordination and arm/hand/finger dexterity;
• - Ability to speak, hear, and exercise visual acuity;
• - Ability to transfer weights of ten (10) pounds anticipated for this position;
• - Driving requirements: Low; Occasional five (5%).

Current DPS employees who submit applications for posted DPS positions shall notify their immediate supervisor in writing.

A DPS employee who is selected for a position in the same salary group and state title as their current position will be transferred with no salary change.

A DPS employee who is selected for a position in their current salary group with a new state title may receive an increase of no more than 3.4% over their current salary regardless of posted salary.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.