Federal Accounts Payable Specialist

Posting number: 201905475

Department: |Department of Human Services- STT|

Job classification: FEDERAL ACCOUNTS PAYABLE SPECIALIST

Posting type: Open

Categories: Accounting and Finance

Summary

This position requires a confidential relationship with the Director, Deputy Director, Associate Director, or Federal Grants Specialized Unit Manager. Supervision received takes the form of discussion conferences and review of work for compliance with established rules and regulations of the agency. The Accounts Payable Senior Specialist reviews prepares and processes documents to ensure payment of invoices and vouchers are made in an accurate, timely, valid and appropriate manner. This is an analytical and technical account related work in examining and verifying purchase and pay documents in an efficient and confidential manner. An employee in this class is responsible for ensuring that purchases and payments are processed properly according to existing policies, laws and regulations. Must be flexible to work beyond normal work hours and work week.

Examples of duties

l . Perform final review and approval of payments:

• Vendors -- Goods* Vendors -- Services* Travel Reimbursements (GVI & VI Employees)* GVI Reimbursements Payroll - Indirect Costs - Per Diem

1. Verify vendor status, including license in Federal MUNIS

2. Process payments -- EFTS & Checks

3. Prepare Federal draw down requests from G5

4. Reconcile general ledger accounts

5. Create and process journal entries

6. Reconcile bank accounts

7. Perform month-end close

8. Identify eligible items for late liquidation consideration Manage daily relationship with banks

9. Prepare weekly Exception Reports

10. Prepare monthly management reports

11. Conduct periodic training

12. Support annual A-133 single audit

13. Oversee "Maintenance of Effort"

14. Oversee "Matching Funds" function

• Other responsibilities
  1. Coordinates payments for services rendered and/or goods bought, with federal grant funds, from vendors Emails invoices to program for services and monitors website for invoices received to be distributed / paid and other related duties as is relevant to this process.* Maintains files of all transactions inclusive of encumbrances to pay vendors who have been awarded contracts and bids for federal funds.* Prepare progress reports and monthly reports on all federal fiscal transactions.* Verifies and ensures that all invoices and supporting documentation, PO numbers, receiving report, invoice data, etc. are maintained in order to make payments. Also stamps paid on all invoices.* Tracks batches in the computer systems (ERP), GVI or Federal, for payment inclusive of inputting payment information into the computer systems (ERP) from documents. Performs other related duties as required.

Qualifications

Graduated from an accredited college or university with a Bachelor's Degree in Business Administration, Accounting or any similar business-related field and one (l) year experience. In accounting, bookkeeping or fiscal related experience.

OR

Graduated from an accredited college or university with a Associates Degree in Business, Accounting or related business field, including eighteen (18) credits in accounting with at least three (3) years financial or fiscal experience working preferably with federally assisted programs one (l) of which should be in a supervisory or lead capacity).

OR

Three (3) years' experience as a Federal Grants Analyst, Federal Budget Analyst or 5+ years' experience in a related field with emphasis on Business and/or Finance.

Supplemental information

FACTOR-1- KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of bookkeeping and accounting principles as it relates to accounts payable processing of fiscal transactions acquired with federal grant funds.* Knowledge of bookkeeping theory, principles and practices and their application to a wide variety of transactions involved in federal grants accounting.* Ability to establish and maintain effective working relationships with co-workers, the general public and all other persons contacted in the course of work.* Ability to keep records and prepare routine operational reports of accounts payable.

FACTOR-2- MANAGEMENT CONTROLS:

Management outlines overall objectives, timelines and methodology. Incumbent is expected to perform independently and exercise some degree of initiative. Extensive feedback is required with Management which takes place through informed conferences, reports and scheduled meetings.

FACTOR-3- GUIDELINES:

The guidelines used include federal and local government policy and procedural policies issued as circulars, rules and regulations, public law, contract terms, conditions and executive orders. VI departmental rules and regulations, V.I. Code, Laws and Acts as they relate to governmental accounting manuals, bookkeeping principles and budgetary accounts.

FACTOR-4- COMPLEXITY:
Elements of the job are highly complex requiring ability to analyze practical and logistical concerns while interpreting requirements and guidelines. Incumbent must analyze components of an organizational structure or process and present accurate analysis of conditions and develop workable alternatives or solutions. There may be variations in the data; which may require intensive investigations to determine the cause / effect. The position requires the ability to work with accuracy, efficiently and manage time appropriately.

FACTOR-5- SCOPE AND EFFECT:
The scope of this work is to ensure payments are processed accurately and efficiently to the appropriate account.

FACTOR-6- PERSONAL CONTACTS:
Contacts include local Heads of Agencies, local program and fiscal staff involved with federal program management, as well as with federal counterparts for programs being monitored.

FACTOR-7- PURPOSE OF CONTACTS:
To provide or exchange information relative to federal grants and programs and to verify the accuracy of data that has been provided. Keep abreast of any changes within the departments and funding that may become available.

FACTOR-8- PHYSICAL DEMANDS:
The job is primarily sedentary; no major physical exertions are required. May involve some lifting and climbing stairs.

FACTOR-9- WORK ENVIRONMENT:
Work is performed in a professional manner in the office and in the field. Be flexible to work beyond normal work hours and work week.