Accounting Services Supervisor

Job Title

Accounting Services Supervisor

Agency

Texas A&M Veterinary Medical Diagnostic Laboratory

Department

Administration

Proposed Minimum Salary

$5,901.34 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

Job Summary . The Accounting Services Supervisor, under direction of the Assistant Agency Director for Finance and CFO (CFO), oversees and provides direction to the accounting services team in the TVMDL Finance Section. As a working supervisor, this position not only directs the activities of the accounting services team, but also ensures all functions are performed timely.  The essential processes that must be performed potentially daily include purchasing, accounts payable, accounts receivable, travel, property management, fleet management, general accounting, training, and quality assurance & safety.

Purchasing . Oversee the issuance of purchase orders for equipment, supplies, and materials for TVMDL in AggieBuy. Serve as a reviewer on purchase orders under $5,000 to ensure purchasing is in accordance with TVMDL and State of Texas rules, regulations, and guidelines. Provide training to laboratory sections on the use of Aggie Buy, procurement, and the State of Texas HUB Program. Monitor bids and purchase orders and communicate with vendors on the status of orders, discrepancies, and problems. Assist laboratory sections in the purchasing process, including providing individual training on ordering as needed.  Make TVMDL purchases with agency purchasing cards. Ensure all documentation is obtained. Ensure compliance with State of Texas rules for HUB purchases, and work to find available HUB vendors for testing sections. Work with Texas A&M AgriLife (AgriLife) HUB Coordinator to ensure TVMDL meets annual HUB goals. Enter requisition information for product and service solicitations and purchase order issuance into the online purchasing system. Process additional procurement transactions, including confirming requisitions under master orders, informal quotes, maintenance agreements, and renewal orders. Coordinate imaging all procurement documentation. Act as a liaison between end users and the AgriLife Purchasing Office for purchases in excess of $10,000.  Provide periodic guidance and serve as a resource to staff, other labs, and vendors by communicating changes in purchasing policies.

Travel . Oversee and make travel arrangements for all TVMDL personnel, excluding the Director's Office. Secure reservations for all airfare, hotel, and car rentals.  Acquire all travel reimbursement requests and proper back up documentation required by AgriLife and the State Comptroller's Office. Acquire travel reimbursement requests and prepare the voucher along with the required back up documentation.  Maintain all travel records.  Review and approve all agency travel request authorizations in Concur. Coordinate the agency travel credit card program. Communicate and coordinate updates to travel rules and regulations.  Serve as TVMDL point of contact for the CONCUR travel system.

Property Management . Serve as alternate accountable property officer (AAPO) for TVMDL. Lead the annual inventory process and coordinate all aspects of the annual scan. Provide annual training to new personnel and provide a physical presence at all locations during the inventory process.

Accounts Payable . Ensure effective and efficient operations of accounts payable over operating and capital expenditures. Monitor and approve all payments, via voucher or purchasing card, ensuring transactions are processed and reconciled in a timely fashion per Agency policy. Assist with management of financial transactions, including assigning costs to appropriate accounts and projects. Provide oversight to ensure disbursement of funds meets TVMDL and State of Texas rules, regulations, and guidelines. Serve as back-up signer of vouchers and requisitions.  Monitor past due statements to ensure good vendor relations. Run reports to resolve open purchase orders and communicate with vendors to complete outstanding invoices. 

Fleet . Maintain fleet records and reporting requirements. Serve as point of contact for Texas Fleet System and AgriLife.  Provide training to TVMDL employees to maintain fleet operations.

General Accounting . Assist with the management of financial transactions, including assigning costs to appropriate accounts. Plan, coordinate, and evaluate policies, procedures, and guidelines; make recommendations to CFO.  Work with CFO on annual fiscal year closing activities for the agency.  Liaison with the Laboratory Information Management System (LIMS) for finance-related system issues and upgrades; work with LIMS Superusers to enter tickets requesting LIMS changes. Review materials from the Texas Legislature, State Auditor's Office, State Comptroller, Texas A&M System Offices, and TASSCUBO for guidelines applicable to financial accounting procedures. Assist the CFO with the annual merit/career ladder/promotion budget process in Workday.  Perform other job-related duties and special projects as required.

Accounts Receivable . Supervise staff to ensure effective and efficient accounts receivable operations.  Monitor daily, weekly, monthly, quarterly, and annual processes to ensure timely completion, including depositing and proper recording of client payments, processing end of day detail and settlement receipts, batching of ACH/credit cards, verifying the collection efforts on aged accounts, allowing training of staff in proper customer service interactions, and compliance with credit card administration.  Provide back up to client billing and accounts receivable when needed. Handle complex issues and resolves problems. Assist the CFO with year-end accounts receivable write off amounts.  Ensure compliance with State and Texas A&M System policies. As the Chase Paymentech Company contact, perform user maintenance as necessary.  Work with CFO to monitor monthly account adjustments for trends.

Training & Mentorship . Provide proper cross training in all areas of accounting services (purchasing, accounts payable, accounts receivable, travel, property management, fleet management, general accounting, training, and quality assurance & safety) to allow for absences of staff. Train new purchasing staff within all TVMDL sections and act as a resource for questions.  Attend meetings on behalf of TVMDL as appropriate.

Quality Assurance & Safety . Actively participate in quality assurance and safety programs, cross training, and skill development as applicable.  Act as the Finance Section training coordinator and document editor for all finance standard operating procedures.

Position Details

• This position is eligible for a partially remove work arrangement for up to 16 hours per week.

• TVMDL is located on the campus of Texas A&M University (TAMU). Parking permits are available from TAMU at the expense of the employee.

• TVMDL is considered an essential component of the Texas A&M University System (TAMUS) and remains operational for several “open holidays” in which overtime or compensatory time may be earned.

Required

• Bachelor’s degree or equivalent combination of education and experience.

• Seven years of related experience.

• Knowledge of word processing and spreadsheet applications.

• Interpersonal and communication skills.

• Planning and organizational skills.

• Ability to multitask and work cooperatively with others.

Preferred

• Bachelor's degree in accounting.

• Supervisory accounting experience in a business office.

• Strong verbal and written communication skills.

• Strong analytical and organizational skills.

• Strong service orientation.

• Familiarity with State of Texas and Texas A&M System rules related to procurement and travel expenditures.

• Proficient with Microsoft Excel and Word.

• Fund accounting experience with TAMUS member.

• Experience using FAMIS, AggieBuy, Concur, and Business Objects.

• Ability to multi-task and work cooperatively with others.

• Ability to work independently, take initiative, set priorities, and see tasks through completion.

• Ability to supervise and manage functional areas of a fiscal operation.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.