Dept of State Health Services
Accountant IV - InvProcessing
Dept of State Health Services, Austin, Texas, us, 78716
Job Description:Job Description:Performs complex (journey-level) accounting and financial analysis work. Responsibilities include providing technical assistance in the examination, review, and analysis of accounting records, as well as preparing and/or overseeing the preparation of financial analyses and reports. This role establishes, maintains, and/or oversees accounting systems, procedures, and controls; prepares and/or oversees the preparation of agency reports; and assists with compiling statistics and reports relating to budgetary activities. The Accountant IV reviews and determines appropriate account codes and/or chart field information to code accounting documents, including vouchers, invoices, and other financial documents. Key responsibilities involve using a variety of software applications including CAPPS 9.2, HHSAS 8.8, USAS, Hal-File, Invoice Tracking, Excel, and Word to perform essential job functions. This position assists with the preparation of ad hoc reports requested by management, department staff, and budget staff. The role advises staff on correcting reconciliation errors, trains staff to prevent recurrence of errors, and prepares training materials as needed. The position provides technical guidance and ensures accuracy of accounts payable operations for the agency by creating manual vouchers such as Expenditure Transfer Vouchers (ETVs), Refunds of Expenditure (ROEs), Refunds of Revenue (RORs), as well as electronic payment vouchers and other complex encumbered/unencumbered payment vouchers. The Accountant IV interprets and implements state and federal rules and regulations and performs other duties as assigned. This position instructs and provides guidance to staff, reviews and approves voucher related entries for accuracy, makes entries as necessary, and provides training in processes and procedures. The role works under general direction with moderate latitude for the use of initiative and judgment. This position is eligible for teleworking.
Essential Job Functions:Reviews, Prepares, and Assigns Vouchers/Invoices
This role involves reviewing and preparing vouchers and invoices for entry into the accounting system.The Accountant IV works in tandem with peers to track electronic payment invoices, adjustment projects, and adjustment voucher approvals, to include managing shared mailboxes. The Accountant IV coordinates with program areas to obtain necessary approvals or receivers for purchases, coordinates account codes and chart field coding on invoices/adjustment vouchers, and identifies and communicates funding issues to budget and program management. They review vouchers for errors prior to entry or approval and train staff to ensure appropriate use of funds, coding, and adherence to state guidelines. Additionally, they advise staff on correcting errors and provide training to prevent recurrence. 35%
Processes and Approves Complex Accounts Payable Vouchers
The Accountant IV processes complex accounts payable vouchers in the HHSC accounting system (CAPPS 9.2), handling various voucher types, including ETVs, ROEs, RORs, electronic payments, voucher reversals, and other complex encumbered/unencumbered payment vouchers. They ensure appropriate documentation and authorization for each voucher submitted for approval, answer questions, research problems, and follow up as necessary. Daily tasks include reconciling DAFR/IT reports between CAPPS 9.2 and USAS payment transactions, resolving discrepancies between the two accounting systems. 15%
Budgetary Assistance and Technical Guidance
The Accountant IV reviews and approves or generates ETVs related to voucher coding and payments/revisions. They assist program staff, accounting staff, and budget staff with budgetary matters, preparing budget journals and transfers as required to address funding issues. They ensure correct account codes are selected on procurement requests and provide technical assistance on accounting matters related to voucher processing and tracking. Essential job functions are performed using software applications such as Microsoft Access, Excel, Word, HalFile, USAS, Invoice Tracking, CAPPS 9.2, and HHSAS 8.8. 15%
Staff Training and Performance Coordination
The Accountant IV collaborates with the Manager and Group Leads on staff training, performance, attendance, and production. They coach and train staff as required, coordinate internal and external staff training and refreshers with Group Leads, and keep staff informed of process or policy changes to ensure compliance. 10%
Performance Tracking and ReportingThey assist with the preparation of weekly staff performance tracking and status reports for management review. This includes preparing, approving, or reporting on voucher processing performance measures for management review. The role involves compiling financial statistics and reports related to voucher processing for review by management and budget staff. 10%
Development of Training Materials
The Accountant IV assists in the preparation and development of training materials for various financial modules, including requisitions, purchase order adjustments, and voucher adjustments. They develop and prepare slide presentations and supporting documentation such as handouts, flowcharts, and other necessary documents. Additionally, they facilitate and provide training to agency personnel as required and assist management with expenditure analysis and projections on agency oversight billings. 5%
Other Duties and Compliance (5%)
This position performs other financial duties as assigned and serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation, which may require an alternate shift pattern or location. The Accountant IV attends work on a regular and predictable schedule in accordance with the agency leave policy. 5%
Audit and Process ImprovementFinally, the Accountant IV audits AP accounting processes and practices for compliance with established procedures and recommends changes to processes to improve the quality and efficiency of the department. 5%
Total Time Spent: 100 %
Knowledge Skills Abilities:Knowledge:
Knowledge of financial administration and fiscal accounting, including governmental accounting and budget control methods, policies, and procedures.
Knowledge of Generally Accepted Accounting Principles (GAAP) and state accounting and budgetary procedures.Knowledge of legal restrictions governing state accounts payable guidelines and laws and regulations pertaining to fiscal operations.
Knowledge of fiscal programs and accounts payable processes and procedures.
Knowledge of complex automated accounting systems, including HHSAS/CAPPS 9.2 (PeopleSoft Financials), Uniform Statewide Accounting System (USAS), and Texas Identification Number System (TINS).
Skills:
Skill in using office equipment, computers, and associated software applications, including but not limited to Excel, Halfile, Invoice Tracking, CAPPS 9.2, HHSAS 8.8, USAS, PeopleSoft, Access, Word, and Outlook.
Skill in monitoring and analyzing payments, preparing financial reports, performing financial analysis, and processing financial transactions.
Skill in reviewing accounts payable entries with high attention to detail.
Skill with coding expenditures using chart field and chart of account information.
Skill in preparing clear, concise, and accurate financial reports and schedules.
Skill in working under general direction with moderate latitude for the use of initiative and judgment.
Skill in establishing and maintaining effective working relationships, both internal and external to the agency.Excellent verbal and written communication skills.
Abilities:
Ability to follow and manage accounting programs, follow oral and written instructions, and approve documents entered by others.
Ability to interpret laws and regulations, apply accounting theory, and analyze financial data.
Ability to prepare and present training presentations and materials.
Ability to train others, lead the work of others, and oversee their work.
Ability to prioritize assignments, manage multiple ongoing projects, meet work deadlines, and work under general supervision.
Ability to establish and maintain effective working relationships with employees, other agencies, and the public.
Registration or Licensure Requirements:None
Initial Selection Criteria:A degree in Accounting or 4 years of experience in Accounting or related field.Longevity in work positions.
Additional Information:Requisition #618070
MOS Code:36B. LS, SK, 3432, 6FOX1
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS
Essential Job Functions:Reviews, Prepares, and Assigns Vouchers/Invoices
This role involves reviewing and preparing vouchers and invoices for entry into the accounting system.The Accountant IV works in tandem with peers to track electronic payment invoices, adjustment projects, and adjustment voucher approvals, to include managing shared mailboxes. The Accountant IV coordinates with program areas to obtain necessary approvals or receivers for purchases, coordinates account codes and chart field coding on invoices/adjustment vouchers, and identifies and communicates funding issues to budget and program management. They review vouchers for errors prior to entry or approval and train staff to ensure appropriate use of funds, coding, and adherence to state guidelines. Additionally, they advise staff on correcting errors and provide training to prevent recurrence. 35%
Processes and Approves Complex Accounts Payable Vouchers
The Accountant IV processes complex accounts payable vouchers in the HHSC accounting system (CAPPS 9.2), handling various voucher types, including ETVs, ROEs, RORs, electronic payments, voucher reversals, and other complex encumbered/unencumbered payment vouchers. They ensure appropriate documentation and authorization for each voucher submitted for approval, answer questions, research problems, and follow up as necessary. Daily tasks include reconciling DAFR/IT reports between CAPPS 9.2 and USAS payment transactions, resolving discrepancies between the two accounting systems. 15%
Budgetary Assistance and Technical Guidance
The Accountant IV reviews and approves or generates ETVs related to voucher coding and payments/revisions. They assist program staff, accounting staff, and budget staff with budgetary matters, preparing budget journals and transfers as required to address funding issues. They ensure correct account codes are selected on procurement requests and provide technical assistance on accounting matters related to voucher processing and tracking. Essential job functions are performed using software applications such as Microsoft Access, Excel, Word, HalFile, USAS, Invoice Tracking, CAPPS 9.2, and HHSAS 8.8. 15%
Staff Training and Performance Coordination
The Accountant IV collaborates with the Manager and Group Leads on staff training, performance, attendance, and production. They coach and train staff as required, coordinate internal and external staff training and refreshers with Group Leads, and keep staff informed of process or policy changes to ensure compliance. 10%
Performance Tracking and ReportingThey assist with the preparation of weekly staff performance tracking and status reports for management review. This includes preparing, approving, or reporting on voucher processing performance measures for management review. The role involves compiling financial statistics and reports related to voucher processing for review by management and budget staff. 10%
Development of Training Materials
The Accountant IV assists in the preparation and development of training materials for various financial modules, including requisitions, purchase order adjustments, and voucher adjustments. They develop and prepare slide presentations and supporting documentation such as handouts, flowcharts, and other necessary documents. Additionally, they facilitate and provide training to agency personnel as required and assist management with expenditure analysis and projections on agency oversight billings. 5%
Other Duties and Compliance (5%)
This position performs other financial duties as assigned and serves in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation, which may require an alternate shift pattern or location. The Accountant IV attends work on a regular and predictable schedule in accordance with the agency leave policy. 5%
Audit and Process ImprovementFinally, the Accountant IV audits AP accounting processes and practices for compliance with established procedures and recommends changes to processes to improve the quality and efficiency of the department. 5%
Total Time Spent: 100 %
Knowledge Skills Abilities:Knowledge:
Knowledge of financial administration and fiscal accounting, including governmental accounting and budget control methods, policies, and procedures.
Knowledge of Generally Accepted Accounting Principles (GAAP) and state accounting and budgetary procedures.Knowledge of legal restrictions governing state accounts payable guidelines and laws and regulations pertaining to fiscal operations.
Knowledge of fiscal programs and accounts payable processes and procedures.
Knowledge of complex automated accounting systems, including HHSAS/CAPPS 9.2 (PeopleSoft Financials), Uniform Statewide Accounting System (USAS), and Texas Identification Number System (TINS).
Skills:
Skill in using office equipment, computers, and associated software applications, including but not limited to Excel, Halfile, Invoice Tracking, CAPPS 9.2, HHSAS 8.8, USAS, PeopleSoft, Access, Word, and Outlook.
Skill in monitoring and analyzing payments, preparing financial reports, performing financial analysis, and processing financial transactions.
Skill in reviewing accounts payable entries with high attention to detail.
Skill with coding expenditures using chart field and chart of account information.
Skill in preparing clear, concise, and accurate financial reports and schedules.
Skill in working under general direction with moderate latitude for the use of initiative and judgment.
Skill in establishing and maintaining effective working relationships, both internal and external to the agency.Excellent verbal and written communication skills.
Abilities:
Ability to follow and manage accounting programs, follow oral and written instructions, and approve documents entered by others.
Ability to interpret laws and regulations, apply accounting theory, and analyze financial data.
Ability to prepare and present training presentations and materials.
Ability to train others, lead the work of others, and oversee their work.
Ability to prioritize assignments, manage multiple ongoing projects, meet work deadlines, and work under general supervision.
Ability to establish and maintain effective working relationships with employees, other agencies, and the public.
Registration or Licensure Requirements:None
Initial Selection Criteria:A degree in Accounting or 4 years of experience in Accounting or related field.Longevity in work positions.
Additional Information:Requisition #618070
MOS Code:36B. LS, SK, 3432, 6FOX1
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.
Top 10 Tips for Success when Applying to Jobs at HHSC and DSHS