Accounts Payable Tech II or III (Hybrid) - San Diego State University Research Foundation

Overview

• This position is open until filled with an initial application review to take place after October 15, 2024. 
• This position works a hybrid schedue of 2 in-office days and 3 remote days per week. The incumbent must reside in California within a commutalbe distance from San Diego State University.
• The salary range for this position is dependent upon classification level, qualifications, and internal equities and is as follows: 
  • Accounting Tech II: $22.00 - $25.80
  • Accounting Tech III: $24.00 - $26.40 

WHO WE ARE

Established in 1943, the mission of the SDSU Research Foundation (SDSURF) is to support the research objectives of San Diego State University by helping faculty and staff find, obtain, and administer funding for their research and sponsored programs. SDSU is one of the top public research universities in the nation, furthering discoveries, interventions, and solutions that improve communities and change the world. SDSURF provides the full life cycle of grants services to faculty and staff to further their important work.

WHAT OUR DEPARTMENT DOES

The Accounts Payable Department is responsible for processing all disbursements for the San Diego State University Research Foundation.  The department ensures compliance with federal and state requirements for debarment screenings, taxes, withholdings and reporting.

YOUR ROLE IN CREATING THE UNIVERSITY’S PRESENT AND FUTURE

The Accounts Payable Service Associate plays an integral role in supporting the advancement of the research mission of the Research Foundation and San Diego State University. You will be responsible for providing technical support to functional units and departments disbursing funds, ensuring compliance and maintaining strong vendor relationships that positively impacts faculty research activities and SDSU’s reputation as leading research institution.

Responsibilities

THE WORK YOU WILL DO AND MANAGE

Accounts Payable Tech II

As an Accounts Payable Service Associate, you will play a crucial role in ensuring compliance with federal and state tax withholding and income reporting requirements, recording financial transactions, reconciling vendor accounts, and accurately entering data into the financial system.

Account Reconciliation and Expenditure Processing (85%)

The Accounts Payable Service Associate will review vendor invoices and supporting documentation for proper authorization, accuracy, completeness, and adherence to procedures and policies.

The Accounts Payable Service Associate will prepare vendor invoices for authorization, verify vendor information for remittance address and taxable status, enter invoice information into the system, and, if applicable, accrue sales tax, and review for accuracy. You will also prepare documents for processing in our document imaging system.

Additional responsibilities include, but not limited to, analysis and processing expenditures related to the foreign national payments, wire transfers, travel reimbursements and advances, miscellaneous income, independent contractor payments, and 1099 reportable payments. You will also balance and reconcile charges in our database, process stop payment/void/stale dated checks, and handle payments using a procurement card, ensuring proper reconciliation of payments in Chrome River expense management software.

Other Duties and Responsibilities as Assigned (15%)

Perform general duties such as mail distribution and answering customer inquiries by email or phone; assist coworkers with tasks as needed, including processing disbursement requests during absences.  Supports initiatives to continually improve the Accounts Payable process. Perform special projects as assigned.

Accounts Payable Tech III

Account Reconciliation and Expenditure Processing 70%

Review vendor invoices and supporting documentation, including audit of travel reimbursements requests, for proper authorization, accuracy, completeness and adherence to procedures and policies.  Prepare vendor invoices for authorization. Verify vendor information for remittance address and taxable status.  Reconcile vendor statements, resolve payment discrepancies, and note payment type. Data entry of invoice information, accrue sales and use tax - if applicable, and review for accuracy. Prepare documents for processing in our financial system and document imaging system. 

PCard responsibilities to include review approved invoices for accuracy, ensure proper approval and coding for PCard payment, initiate payment to the vendor via PCard, and ensure proper reconciliation of payments in the expense management system.

Additional responsibilities may include analysis and processing disbursements related to the following: Foreign National payments, review of wire transfer payments, travel reimbursements and advances, miscellaneous income, independent contractor payments, and 1099 reportable payments. Analysis, balancing and reconciling charges related to the PPC database. Processing of stop payment/void/stale dated checks, ICR Reporting, Sales & Use Tax audit, and Business Service statistical reports.

Process Improvement and Procedure Compliance 15%

Supports initiatives to continually improve the Accounts Payable process. Project Lead for Accounts Payable initiatives to include working on pilot programs and assisting with system software testing. Assist in writing and updating procedures and training guides for the department. Training of new or existing staff on department procedures. Assists with training workshops twice a year. Assist with the reoccurring payables, 3-Way and 2-Way Matching processes. Run and analyze monthly sales and use tax audit report and prepare journal voucher for upload. Run, report and remit state taxes monthly. Run and analyze monthly 1099 and 1042 tax audit reports and make necessary corrections. Assist with year-end tax reporting.

Customer Service 10%

Assist vendors and customers in all payable matters including resolving issues timely, offering solutions or teaching opportunities in a positive manner.

Other Duties and Responsibilities as Assigned 5%

Perform general office duties such as filing, mail distribution, and answering customer inquiries by email or phone; assist coworkers with tasks as needed, including processing disbursement requests during absences. Perform special projects as assigned.

Qualifications

THE SKILLS WE NEED

• Attention to Detail: Must be detail oriented with strong organizational and time management abilities.
• Data Entry Proficiency: Capable of accurately and efficiently entering data
• Mathematical Skills: Competent in performing standard business math, tracking financial data and making simple projections
• Effective Communication: Skilled in understanding, interpreting and conveying procedures, policies, information, ideas, and instructions. Able to interact professionally with a diverse range of customers including such as coworkers, project staff, administrators, faculty, and vendors
• Technological Skills: Quick to learn and utilize new office support technology systems and software packages. Experience with Word, Excel, PowerPoint and Outlook to create reports, memos and documents
• Ethical Conduct: Understands and adheres to work rules and procedures.
• Collaborative Spirit: Able to work and participate in a team setting, demonstrating a high level of cross-cultural sensitivity.
• Problem-Solving Abilities: Capable of identifying and resolving basic issues and respond to routine inquiries.

REQUIRED MINIMUM EDUCATION AND EXPERIENCE

Accounts Payable Tech II:

• Any combination of education and experience which provides the required knowledge and abilities.
• Equivalent to three-years of progressively responsible financial record-keeping experience

Accounts Payable Tech III:

• Any combination of education and experience which provides the required knowledge and abilities.
• Four-years of professional level accounting experience.

Preferred Qualifications

• College degree in Finance or Accounting
• Intermediate to advanced skills in Microsoft Excel, Word, PowerPoint, Access
• Previous experience with Ellucian Banner and document imaging software

WHAT YOU WILL RECEIVE

• Comprehensive medical, dental, and vision plans
• Life and disability insurance plans
• Generous employer contributed 403b retirement plan. We match 200% on the first 5% of contributions, up to 10% maximum employer matching contribution. All contributions are 100% vested.
• Vacation and sick leave accruals
• 14 paid holidays and 1 annual personal holiday
• Hybrid in-office/telework arrangements
• Employee Assistance Program (EAP)
• Access to campus amenities, including Love Library, Aztec Lanes bowling alley, SDSU transit center, and a variety of coffee shops and eateries.
• Discounted Aztec Recreation Center gym membership and SDSU events
• Wellness workshops

HOW TO APPLY AND TIPS FOR MAKING IT THROUGH OUR HIRING PROCESS

You must apply through the SDSURF Career Page. Make sure your application is complete.  Including a resume and cover letter is recommended. Respond to supplemental questions thoroughly.

WHAT OUR HIRING PROCESS IS LIKE

We work as fast as we can to make hiring decisions. However, it may take several weeks for all the parties involved to review your application. We keep in touch each step of the way and inform you of the status of your application.

ADDITIONAL APPLICANT INFORMATION:

• Applicant must live in a commutable distance from SDSU.
• This position is open until filled.
• A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with SDSU Research Foundation.
• San Diego State University Research Foundation is an EEO/AA/Disability/Vets/Title IX Employer.