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Accounts Payable/PCard Specialist

Southeastern Oklahoma State Universitys department of Finance invites applications for the position of Accounts Payable/PCard Specialist.

SUMMARY

The Accounts Payable/PCard Specialist is located in the Finance Office under the direct supervision of the Director of Finance/Comptroller. This position provides expertise on: (1) SE Purchasing Card Program: coding and checking extensions on invoices/receipts, verify no tax charged and card user complied with authorized procedures and (2) purchasing procedures, and (3) Office of Management and Enterprise Services (OMES) object of expenditure code (OEC) listing and definitions to ensure appropriate state object codes are assigned to tax exempt receipts. The person in this position works under limited supervision and provides administrative support to the Director of Finance/Comptroller, Assistant Comptroller, and Purchasing Agent.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Communicate to university credit card holders each month reminders and updates
• Process monthly payment to Commercial Card Services by downloading master statements each month from PaymentNet 3 checks (290, 430, 700) to be mailed by the specified date of each month to avoid late fees
• Reconcile master PaymentNet statement to departmental statements
• Audit departmental statements for appropriate expense, no tax, signature(s), correct state object codes, correct general ledger accounts
• Coordinate with Assistant Comptroller and Grants Specialist for Project ID verification and JE processing
• Maintain files and documentation thoroughly and accurately, in accordance with university policy and accepted accounting practices
• Review all invoices for appropriate documentation and approval prior to payment
• Code invoices, travel advance check requests, etc., with correct codes conforming to Office of Management and Enterprise Services (OMES) coding procedures to ensure proper entry into the Colleague system
• Assign Invoice numbers according to Voucher Entry Process guidelines, and make copies of invoice to be included with checks as necessary
• Enter data in Colleague for payment of invoices - proof entry
• Performs other duties as required to support the Finance Office

This job description in no way implies that these are the only duties to be performed

ADDITIONAL PERFORMANCE RESPONSIBILITIES (FUNCTIONS, DUTIES)

1. Attendance and Dependability: The employee can be depended upon to report to the assigned duty station at the scheduled time. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.
2. Communication and Contact: The employee communicates effectively and professionally both verbally and in writing with superiors, colleagues, and individuals inside and outside of the University.
3. Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the University. The employee exhibits a professional manner in dealing with others and works to maintain constructive working environment.
4. Safety: Employee works safely, attends safety training offered/required, and follows appropriate safety rules and regulations. In relation to level of NIMs training completed, participates in incident management preparation and performs incident duties as assigned.