Accounting Technician III

The I&R Office areas of responsibility include long-range capital planning, architecture, design and construction, the operation and maintenance of all campus facilities and utilities, transportation services, workplace accident prevention and the creation of a safe working environment for campus employees, environmental health and safety, campus logistics, and efforts around sustainability and resiliency. Beyond creating a safe and secure environment, the department is embarking on several projects that are key to the strategic vision of the campus including: crafting a clear and comprehensive framework and methodology for campus master planning, developing strategies and tactics to improve campus sustainability and resiliency, and dynamically working within the campus and with our community partners to positively impact humanity.

Invoice processing

• Approve Distribution Center Stores material invoices for payment to external vendors by auditing and authorizing vouchers in comparison to purchase orders for mathematical accuracy, compliance with purchasing terms and conditions, and federal, state, and university rules and regulations. Support daily invoice processing through the outstanding invoice report and CU Marketplace. Review purchase order status and partial receipts to ensure timely payment and billing, and appropriate internal actions for canceled orders or missing invoices. Process adjustments for freight, discounts and other allowable fees as applied on vendor invoices. Monitor markup percentages for inventory and direct orders as purchase orders are created in the work management system. Independently identify and research purchasing/payables discrepancies and determine best course of action to resolve, including collaborating with Procurement Service Center personnel, Facilities Management program managers, and external vendors. Maintain Stores accounts payable desk manual as a guide for current payables processes and procedures, in alignment with work management system A/P standard operating procedures. Requires working across multiple funds, and currently includes activity totaling $4.2 million annually.

Stores Materials Clearing Account Reconciliation

• Compile monthly reconciliation data file and prepare summary report on outstanding transactions. Resolve problems arising from incorrect charges and/or coding by preparing journal entries and/or appropriate adjustment method in the work management system for inventory or direct orders. Minimize outstanding purchase order balances against the Stores, clearing speedtypes to avoid overstating encumbrances. Use historical payables activity to project future purchasing needs, while ensuring adequate balances to meet current contract activity, and adjusting balances between fiscal years. Monitor purchasing and payables activity, ensuring fiscal responsibility.

Procurement Card Allocations

• Prepare procurement card expense reports and allocations in Concur for the purchasing coordinators and material manager in Stores. This includes identifying appropriate speedtypes and account codes for allocations and attaching back up documentation for all transactions. Coordinate expense report submittals and approvals with cardholders to meet monthly procurement card posting timelines.

Accounts Payable Inquires and Customer Service

• Serve as liaison between vendors, other campus departments and Facilities Management personnel to answer accounts payable inquiries, including management of the FM Stores A/P email inbox. Research status of payments by accessing Marketplace. Research missing or delinquent payments.

Monthly Journal Entries and Cross Train with other Accounting Technicians

• Process journal entries as needed, including reviewing backup documentation for accuracy and verifying departmental speedtypes. Adhere to month end close timelines and coordinate with DC administrative staff and campus controller's office to resolve posting issues. Cross train with Accounting Technicians to be a source of accounts payable backup support when needed.

This position has the ability to work in a hybrid work modality, and will need to be in person for training and at least 1 day a week. The position has an anticipated work schedule of Monday - Friday during regular business hours.

The annual salary range for this position is $51,360 - $55,000.

If you have prior state-classified experience in the same class series as this position, your pay may be set at a higher amount per the state Step Pay Program implemented on July 1, 2024.

• 3 years of relevant experience. Appropriate education will substitute for the required experience on a year-for-year basis.
• Must be a current Colorado resident to apply.

• Ability to reference a set of decision points based on size and type of payment, and funding source to decide how to correctly record transactions in different systems: I.E. Marketplace, AiM, and Unifier.
• Approve invoices for payment after reviewing all documentation. Determine correct speedtype and account code for each transaction.
• Determine which systems and data will aid in identifying discrepancies. Take initiative to follow up on issues in advance of being notified by Accounts Payable, and resolve issues in a timely manner.
• Determine the most efficient and effective method to research and resolve reconciling items. Requires an understanding of how information is recorded in each system, and the best scheme for corrections based on each individual problem.
• Work closely with non-accountant managers to have a comprehensive understanding of purchasing and payables rules and regulations. Use this as an ongoing opportunity to train staff, while working with the Procurement Service Center and vendors as necessary to resolve issues.
• Continue to develop, improve, and document the Accounts Payable process for FM used by the department.

• Experience in government or higher education.
• Proficiency with Microsoft Excel.