Accounts Payable & Travel Specialist


Accounts Payable & Travel Specialist

 

Job No:

523543

Classification:Fiscal Technician 4

Grade:Grade 78

Work type:On Campus, Staff Full-time

Administrative Unit:University of Alaska Anchorage

School/Business unit:UAA VCAS Business Services

Location:Anchorage

Categories: Administrative/Personnel, Business/Accounting/Finance

 

Position Summary:

Accounts Payable & Travel is seeking a highly motivated team member to play an integral part of successfully processing payments for UAA.The UAA Accounts Payable/Travel Department is seeking applications for a full-time Accounts Payable & Travel Specialist to assist with accounts payable and travel duties. This position is has the flexibility to be five 8 hour days or four 10 hour within the work week (M-F).

 

Duties:

25Analyze travel expense reimbursements: Review and verify accuracy of the request with back-up documents; ensure proper approvals are documented. Verify proper forms are obtained and attached for foreign travel and/or foreign individuals traveling. Verify travel expenses are reimbursable and proper documentation of the expenses are submitted. Ensure all expense reports to be processed are in compliance with numerous, often complex, policies, regulations, and procedures. This includes, but is not limited to IRS regulations, UA policies, BOR regulations, and UAA processes. Provide expert guidance to departments and travelers expense reports are when are not in compliance. Communicate with departments and/or travelers when additional information/documentation is necessary.Essential 25Assist in implementation of new Travel and Expense Management program, Concur: Participate in meetings, testing and training regarding new program. Assist the Travel Manager and Director of Accounts Payable & Travel Manager in providing training to individuals and departments. Provide excellent communication and customer service to end-users. This includes identifying and determining root cause analysis for customer service issues related to the online booking tool, expense reporting platform or Concur mobile tools. Respond to phone calls, emails, and requests for help promptly and efficiently by either providing direct assistance or working with appropriate personnel in procurement, financial systems, and travel agency (currently Corporate Travel Management) to resolve issues. Provide expert guidance directly to travelers on using the Request, Travel, Approver, and Expense modules of Concur to request authorization for a trip, to approve a trip as either the supervisor or expenditure authority, how to book a trip using the Concur booking tool, how to use the Concur mobile tools and UA Travel Card while traveling, and all aspects of expense report creation and completion. Provide expert guidance to program managers, admins, and department travel coordinators in all aspects of the Concur travel system.Essential 45Other Accounts Payable duties as assigned: Perform vendor account analysis; process vendor statements, verify that vendor did receive proper payment and that voided invoices and credits are properly credit. Research and resolve problems on past due invoices, overpayments, and duplicate billings. Analyze vendor requests for payment; verify that approval for payment has been given by appropriate authority, match line items to purchase document, check extensions and determine payment status, take allowable discounts, review account codes for correctness, validate freight charges and terms of purchase document. Obtain representational forms when applicable. Review Direct Pay puchasing documents to ensure compliance with fiscal and purchasing policies, rules, and regulations. Ensure all invoices to be processed are in compliance with numerous, often complex, policies, regulations, and procedures. This includes, but is not limited to IRS regulations, UA policies, BOR regulations, and UAA processes. Provide expert guidance to departments when invoices are not in compliance. Calculate and document any necessary foreign currency conversions. Assure that all purchase document special payment conditions are noted and flagged for future action. Communicate with vendors and departments orally and in writing to request information or to answer correspondence. Research encumbrances to review and verify against purchase documents. Communicate to departments, Procurement Services, and/or Office of Sponsored programs when discrepancies arise. Prepare vendor payments. Check vendor ID to assure payment will be sent to the proper vendor at proper address. Enter payment information into Banner. Analyze submitted IRS form W-9s for accuracy and ensure compliance with IRS reporting requirements, research information provided to determine if vendor exists in Banner to avoid duplication. Request current or revised form W-9 from vendor when analysis and review indicates. Review and validate ACH setup information received from vendors to ensure that fraudulent account information is not entered. Research and analyze Banner finance entries as requested by departments. Prepare correcting journal vouchers when necessary. Research returned payments and contact vendors to confirm mailing/bank/email information. Clerical duties as needed; include, but not limited to, filing, scanning, indexing, printing, copying, and sorting documents.Essential 5Provide day to day guidance, training, and direction of student employees.

 

Knowledge, Skills, Abilities:

 

• This position requires a high level of detail and accuracy, advanced knowledge of accounting principles and processes, critical thinking, problem solving skills, and advanced research skills.

• Advanced knowledge knowledge of Accounts Payable and Travel Expense Reimbursement best practices, functions, and generally accepted accounting principles (GAAP).

• Expert knowledge of computer operations and software applications, including spreadsheets.

• Problem solving/decision making/analytical skills.

• Ability to communicate effectively both orally and in writing.

• Ability to work with complex systems and accounts.

• Ability to supervise.

• Familiarity with Concur, Banner Finance and UAA travel policies would be a plus.

• Ability to establish effective working relationships while maintaining high ethical standards.

• Ability to manage time effectively.

• Self motivated with high attention to detail.

• Must meet deadlines under stressful situations.

• Team player with excellent communication and customer service skills who is adaptable to change through process improvements and implementation of new programs.

 

Typical Experience:

Ability to use Microsoft Word and Excel, Google Suite, an ERP system, Travel Expense Management system, and 10-key proficiently. 3 years of accounting, administrative, or clerical/office experience.

 

Required Education or Training:

Associate's degree in applied Accounting or related field and three years of relevant experience or an equivalent combination of training and experience. Bachelor's degree preferred.

 

Salary Information:

 

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and https://alaska.edu/jobs/benefits.php. New hires will be placed on the https://www.alaska.edu/hr/talent/files/fy23-salary-schedules/FY23_A4_Staff-Salary-Grid_com-Hrly-bi-ann_w-desc-rpt.pdf, Grade 78, based on education and experience.

 

Special Instructions to Applicants:

 

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

 

Applications will be reviewed on a rolling basis until a successful candidate is identified.

 

Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified

 

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

 

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

 

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: http://www.alaska.edu/nondiscrimination

 

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

 

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

 

If you have any questions regarding this position, please contact Justine Nelson, Director, UAA Accounts Payable & Travel, atmailto:jlnelson11@alaska.edu, or 907.786.1491.

 

Applications Close: Open until filled

 

To apply, visit: or 907.786.1491.

 

Applications Close: Open until filled

 

To apply, visit: https://apptrkr.com/3824916

 

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jeid-622d21a6484c0f4a814c43ad3bf4fba2

Fairbanks, AK

7 day(s) ago

Closing Date 2023-02-23