Southern Oregon University is hiring: Accounting Technician in Ashland

POSITION SUMMARY:
Date application must be received for priority consideration by: May 24, 2024
Anticipated Appointment Begin Date: June 10, 2024
Closing Date or if blank, Open Until Filled:
Job Family Group: Support Staff
Support Staff Classification Title: Accounting Technician
Division/Department: Finance and Administration/Service Center
Compensation Range (commensurate with experience): Salary Range 16, Step 1 - Step 3 or $17.24 - $18.56 per hour, or $2,989 - $3,218 per month @ 1.0 FTE
FLSA Status: Non-Exempt
Appointment Basis: 12-month
Time Type: Full-time
Benefits Eligible: Yes
Renewable/Non-renewable/Grants/Limited Duration: Renewable
This position must possess and maintain a current, valid Driver License: No
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes
Remote Work Type: On-campus
Work Hours: M-F (8:00a - 5:00p) Hours are subject to change with notice.
Worker Status: Must be able to legally work in the United States without visa sponsorship

SPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant's qualifications and interest in the position; and (2) current resume/CV
• For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
• To view SOU's very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
• Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html, demonstrates our value and commitment to our employees.

POSITION DESCRIPTION:

The Accounting Technician uses bookkeeping skills to record, examine, and reconcile expenditure and revenue transactions and records to maintain accountability with statutory requirements, university policy, and general accounting principles and procedures. The Service Center works in conjunction with other departments to provide business operational services support for the campus. Areas of service include accounts payable and related technical tasks for accounting support functions; providing information and assistance to faculty and staff; and providing support for other business functions. Job roles and responsibilities focus on journal vouchers and related accounting tasks; accounts payable/invoice processing, personal reimbursements, procurement card redistribution and reconciliation, and related training; word processing activities, spreadsheets, tracking documents; support of front office operations; etc

Minimum Requirements

• 12 quarter hours (8 semester hours) of Accounting courses AND
• An Associates Degree in Accounting; OR
• One year of experience that includes entering, compiling and/or reporting financial information; OR
• An equivalent combination of education and experience.
• Transcripts must be submitted for all required and/or related courses. All courses must be from accredited colleges, universities, or private vocational schools.

Preferred Requirements

• Experience with Workday ERP system, or comparable database systems Knowledge of Accounting principles and practices Experience using querying and reporting tools Excellent organizational and oral/written communication skills.

Essential Functions

Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:

(40%) Accounts Payable

In accordance with university policy and procedure, provide accurate and efficient accounts payable services to assigned departments.

• Services includes: Collecting and preparing accounts payable documentation for payment or credit.
• If required, contacting vendors to retrieve invoices, credit memos, and/or W9 documentation for vendor set-up/changes.
• Reviewing documentation ensuring appropriate authority approval of expenditures; index and, if applicable, activity and location codes are provided; expenditures and amounts are appropriate according to policy; amounts are correct and accurate; documentation is complete; supporting documentation is appropriate and complete; and identified discounts are highlighted and taken, if applicable.
• Correcting discrepancies as necessary, including re-calculating amounts, seeking clarification or requesting additional information or documentation in writing from departments or individuals, obtaining additional written approval from appropriate authority on any corrections made.
• Assigning account codes and/or, if applicable, location code according to SOU Fiscal Policy Manual.
• Coordinating with Budget and Account Specialist to obtain additional approval for Professional Development Allowance (PDA) or grant indexes for expenditures; determine appropriate coding if not provided or in question; and resolve questions or issues with accounting and budgeting.
• Entering accounts payable documentation, including travel, moving, and personal reimbursements, into Banner FIS for payment or credit.
• Reconciling cash advances by tracking amounts owed, following up with individuals for additional documentation, and ensuring unused funds are repaid and deposited in appropriate index and account codes.
• Entering reversals and correcting entries for accounts payable data entry errors and/or department corrections to expenditure allocation.
• Identifying taxable income using IRS guidelines, calculating moving expense reports and/or travel reimbursements for one-day travel, and reporting amounts to Payroll and employee.
• Coordinating with vendors, and/or Service Center Purchasing and Contracting Specialist, to resolve issues, including late payments, credits due, and tracking and reconciling lost checks.
• Verifying that individuals submitting reimbursements related to university business travel are cleared by the university to drive. Communicating to individuals and appropriate Director if individual is not cleared and provide information regarding driver clearance policy and procedure.
• Ensuring expenditures related to contracts are related back to the contract and payment terms, such as payment schedule and not to exceed amounts, are followed.
• Identifying, coding, and entering expenditures in the appropriate fiscal year based on policy from Business Services.
• Tracking of Delegation of Purchasing Signature Authorization Form for departments.
• Tracking gift card reconciliation forms, off-campus use forms, volunteer forms, and open flame permit.
• Monitor department activities for compliance with applicable policies and procedures.
• Responding to questions and communicating with SOU staff about associated SOU accounts payable policy and procedures.
• Assisting Account and Budget Specialists with using accounting records and supporting documentation to compile financial information, budget status reports, and special purpose reports.
• Review retainer spend on retainer contracts from AP data and reports results to the Senior Purchasing and Contracting Specialist and Service Center Manager
• Perform bi-monthly review of retainer vendor invoices to ensure contract labor rate are being honored by the vendor.
• Quarterly audit of enterprise invoices to ensure all users are approved the current SOU's Driver's Clearance program.

(50%) Procurement Cards

In accordance with university policy and procedure, provide accurate and efficient procurement card services to assigned departmental programs. Services includes:

• Performing the role of Account Manager for assigned procurement cards, including:
• Tracking, verifying, and updating P-card users, Card Custodians, and Budget Authorities.
• Processing Application and Agreement Forms including assisting departments with completing information, tracking and verifying completion of Procurement Card Testing for individuals listed on form, assigning Account and Business Managers, and routing to Business Services.
• Creating and maintaining list of approved purchasers for assigned procurement cards.
• Tracking expenditures in Banner FIS and obtaining procurement card receipts and related required documentation or lost receipt affidavit from Card Custodians in a timely manner.
• Reviewing documentation ensuring index and, if applicable, activity and location codes are provided; expenditures and amounts are appropriate according to policy; documentation is complete; and supporting documentation is appropriate and complete.
• Redistributing expenditures in Banner FIS to indicated index codes and, if applicable, activity codes and assigning appropriate account codes according to SOU Fiscal Policy Manual.
• Reconciling receipts to bank statement and Banner accounting system (PLOG) monthly to ensure proper and timely redistribution of funds.
• Acquiring monthly approvals from Budget Authorities for associated bank statement, PLOG, and receipts.
• Communicating with Card Custodians, Budget Authorities, and, if necessary, Director of Service Center and/or Procurement Card Administrator of any monetary discrepancies, policy issues, or fraud charges.
• Logging expenditures that do not comply with SOU Fiscal Policy and any discrepancies of usage.
• Notifying Service Center Manager of any continuous or serious issues of procurement card usage.
• Performing annual audit of procurement cards, including going to departments to check physical security of the procurement card when not in use; reviewing Card Custodian's activity log to check only approved Card Users are utilizing the card; that card check-out procedures are being followed; that expenditures are being logged appropriately; determining the degree of Sanctions of Misuse according to policy, if necessary; logging results in Procurement Card Activity Log; and distributing results to Budget Authority and Card Custodian, and Business Services, if required.
• Coordinating with Business Services to resolve procurement card issues.
• Serving as Business Manager, back-up Account Manager, for assigned procurement cards.
• Serve as Card Custodian for assigned Service Center procurement cards, including securing physical location of cards, checking-in and out cards to authorized users, and maintaining activity log.
• Implement recommendations as approved by management.
• Identifying and coding for expenditures in the appropriate fiscal year based on policy from Business Services, by tracking and confirming receipt of items purchased and communicating end of fiscal year purchasing deadlines to assigned SOU departments.
• Monitor department activities for compliance with applicable policies and procedures.
• Responding to questions and communicating with SOU staff about associated SOU procurement card policy and procedures.

(5%) Front Desk Office Coordination

In accordance with university policy and procedure, provide front desk back-up support as needed in the following:

• Cashiering - Including collecting, counting, generating receipts, completing daily reconciliation of cash receipts and transferring daily deposit to the Bursar's Office for processing.
• Staff/Faculty bus passes - Including handing out staff/faculty bus stickers, applying detail code to staff/faculty Banner account, and adding information to tracking sheet.
• Reception - Including operating the campus switchboard and Service Center front desk reception.
• Document management - Including assisting with initiating, routing, tracking, filing, and retaining Service Center documentation.
• Work with Service Center student workers to ensure that all records are saved with the correct naming convention and in the correct location including but not limited to : p-card receipts, invoices, DMV records, and contracts.
• Manage student worker trainings.
• Keeping student training and resource manual up to date.
• Assist Service Center Manager with the student worker schedule

(5%) Other duties as assigned

• Conducting informal or one-on-one presentations or training for staff on policy and procedures for accounts payable and procurement card as needed.
• Attend weekly meeting with Service Center Management.
• Attend monthly meetings with Business Services Management.
• Attend program Meetings when required.
• Verify Drivers Clearance for staff travel reimbursements. Notify staff and Program Director if staff is not cleared. Provide direction regarding driver clearance policy and procedure.
• General office tasks, including working with word processing, spreadsheets, copier, scanners, and filing.
• Act as backup for Driver's Clearance including: review of driver's records, review of ARS reports, calculation of points based on SOU policy, and communication with students and employees about their driver's status.
• Assist Service Center Manager in locating documentation for audits.

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
• Strong analytical and research skills; demonstrated ability to gather, evaluate, and to develop well-reasoned conclusions and recommendations.
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated ability to provide training and direction to student assistants.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Physical Demands

• Normal office activities such as sitting/standing at a desk, using a computer, answering phones, and communicating in person both in writing and via phone with others. Move/Transport up to 25 pounds.

Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
• Must be able to successfully pass a pre-employment background check.
• This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
• The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.

SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce

In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.

Diversity Statement:
Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

SOU Land Acknowledgement
We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together - who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon (https://www.grandronde.org) and the Confederated Tribes of Siletz Indians (https://www.ctsi.nsn.us/) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We [you may say I or the name of a program/department] encourage YOU to learn about the land you reside on, and to join us in advocating for the inherent sovereignty of Indigenous people.

Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the "Clery Act"), require that prospective employees be notified of the availability of SOU's Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:
https://inside.sou.edu/security/statistics.html. A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information call 541-552-6258, or email clerycoordinator@sou.edu.