Updated: almost 2 years ago
Location: Fort Collins, COLORADO
Deadline: 30 May 2022
Posting Details
Posting Detail Information
| Working Title | Bookstore Accounting Technician |
|---|---|
| Position Location | Fort Collins, CO 80523 |
| Classification Title | Accounting Technician II |
| Posting Number | 202200200P |
| Position Type | State Classified |
| Open Date | 05/02/2022 |
| Close Date | 05/30/2022 |
| Salary | $3,295-$3750 per month + Full Benefits |
| Employee Benefits | Colorado State University (CSU) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas: https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ . |
| Full/Part Time | Full-time |
| State Classified Hourly | No |
| Overtime Eligible | |
| Description of Work Unit | The mission of the Lory Student Center (LSC) is to serve as a student-centered organization at the heart of campus, providing programs and services that create an inclusive community and inspire active, engaged learning. As an auxiliary enterprise within the Division of Student Affairs, the LSC is a comprehensive student union recognized nationally as one of the leading university centers. The LSC annual operating budget is approximately $40 million. Nearly 125 full-time career staff and 650 student and hourly staff serve approximately 24,000 people entering the facility on a daily basis and hosts approximately 13,000 annual events and meetings. Areas within the Lory Student Center include the CSU Bookstore; Campus Activities; Lory Dining Services; Marketing (Colab); Operations; Student Leadership, Involvement & Community Engagement (SLiCE); and an extensive array of business and service partners. Department website: www.lsc.colostate.edu The work of Lory Student Center staff members is guided by and is in alignment with CSU’s Principles of Community, the Division of Student Affairs Values, and the Lory Student Center Mission. |
| Position Summary | This position provides accounting services for the CSU Bookstore. The purpose of this position is to document and perform processes regarding payments to internal and external vendors, credits for shortages and returns, journal entries, and Procurement Card transaction re-allocations. This position is responsible for recording all accounts payable transactions and for making recommendations for potential procedural changes as necessary to fulfill the assigned responsibilities. The individual in this position provides support to Bookstore Managers and staff for internal reporting and tracking of accounts payable transactions. This position also provides customer service to managers, staff, and customers with support and guidance regarding all accounts payable matters. The individual in this position is responsible for giving direction and providing guidance and training to student accounting staff in all accounts payable processes. The Bookstore Accounting Technician has an abiding commitment to serving the diverse needs of the University community, the active promotion of an equitable and inclusive environment, and the development and enhancement of collaborative relationships. Note to Applicants: This position requires an in-person presence and will work on-site at the CSU Bookstore. |
| Minimum Qualifications |
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| Substitutions |
Note: Unofficial/official transcripts are required to meet this substitution, uploaded in the documents section of the application. |
| Preferred Qualifications | The ideal candidate will possess the following competencies (e.g. knowledge, skills, abilities, other personal characteristics, etc.) which have been outlined as essential to performing successfully in this position:
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Essential Job Duties
| Job Duty Category | Accounts Payable |
|---|---|
| Duty/Responsibility | · This position is responsible for creating cost of goods payments via disbursement voucher, using available credits when applicable. · Contacts CSU Procurement and prepares requisitions for non-cost of goods purchases according to University policies. · This position is responsible for submission of corresponding invoices to accounts payable when a purchase order is in place. · Monitors subscription and membership renewal deadlines. · Creates internal payments via internal orders, internal billings, work order authorizations, etc. · Determines best payment method for each transaction. · This position is responsible for entering new vendors in Kuali after obtaining the appropriate forms. Obtains and submits these forms to reactivate frozen vendors. Enters new remittance addresses for existing vendors. If a new vendor is part of an existing vendor or if a vendor has a new name, this position is responsible for obtaining information specifying details of the new division or name change and attaching appropriate documentation. Contacts accounts payable when necessary to ensure vendor is entered correctly (as a division, etc.). · Creates journal entries to make correcting entries when needed. · This position is responsible for providing assistance to CSU Bookstore Kuali users: Explains Kuali procedures to CSU Bookstore staff members outside the accounting department, answers questions about procedures, correct document type to use, etc., facilitates problem resolution, requests Kuali access for new users. · This position is responsible for processing text and non-text invoices through the MBS system: Matches and posts invoices in the MBS inventory management system using receiving data. Contacts selling and receiving departments to resolve discrepancies. Posts invoices in MBS accounts payable program, making adjustments such as threshold balancing as necessary. Matches and posts credit memos with chargebacks in MBS accounts payable program, makes adjustments to attached chargebacks as necessary to balance chargebacks with credit memos. |
| Percentage Of Time | 50 |
| Job Duty Category | Customer Relations-Internal and External |
|---|---|
| Duty/Responsibility | · This position is responsible for contacting internal and external vendors to resolve discrepancies and reconcile account balances. Discusses possible solutions for issues causing account discrepancies to determine the best solution (ex. Invoices applied to credits without Bookstore consent). Decides on the best solution for that particular vendor/situation. Provides payment information (check numbers and dates). Requests refund checks. · Contacts CSU Bookstore employees outside the Accounting department to resolve problems, establish new procedures, and improve existing procedures. · This position is responsible for reconciling vendor statements. · Embrace and apply the tenets of a team model with professional and student staff to sustain an inclusive work environment that fosters a culture of belonging in support of multiple and intersecting identities. |
| Percentage Of Time | 20 |
| Job Duty Category | Procurement Card Reallocator |
|---|---|
| Duty/Responsibility | · This position is responsible for reallocating procurement card transactions in Kuali to appropriate accounts, objects, and sub-objects, and ensure proper documentation is attached to each transaction. Ensure procurement card transactions follow CSU policies and regulations. · Prints monthly procurement card statements, attaches available documentation, and delivers to cardholders for signatures. Reviews statements to make sure that approvals were completed so that charges appear in the accounts/object codes where they were reallocated. · This position is responsible for ensuring that procurement card statements are returned at the end of the month with complete documentation and signatures. · Maintains procurement card files with relevant paperwork: applications, cardholder agreements, violation warnings, past statements, and current transactions. · Submits procurement card request forms for new cardholders to the procurement card office. · This position is responsible for collecting and destroying procurement card for cardholders cancelling cards and submits requests for termination of access. · Submits any relevant forms to the procurement card office: missing documentation, violation warnings, etc. |
| Percentage Of Time | 10 |
| Job Duty Category | End of Month/Year |
|---|---|
| Duty/Responsibility | · This position is responsible for processing the daily revenue transactions including the following: o Daily Cash Receipt entry in Kuali o Daily Service Billing document for department charges in Kuali o Upload of Student Account transactions into TWARBUS · This position is required to reconcile end of month journal entries between the CSU MBS Bookstore system and the University system of record. Discrepancies are researched by this position and resolved according to the best alternative solution. · At year-end, prepares documentation for invoices and credits. · Prepares month-end reports of invoices and credits held in Accounting. |
| Percentage Of Time | 10 |
| Job Duty Category | Miscellaneous Other |
|---|---|
| Duty/Responsibility | · This position is responsible for providing direction to students assisting with accounts payable processes, including training new student staff and training existing student staff when procedures change. · Reconcile Bookstore credit card clearing transactions. · Provides direction to and assigns accounting student staff to particular areas (Text or Non-Text) based on deadlines dependent on time of year. For example: Assign students who normally work on non-text invoices to assist in processing text invoices to prepare for inventory or buyback. · This position is responsible for determining order of processing based on need and balancing the need for processing one type of invoice or one vendor over another in a way that ensures all deadlines are met in order to keep all accounts current. · This position is responsible for assigning tasks, monitoring progress and workflow, checking the work product for timeliness and correctness/soundness, and establishing work standards in regard to all Accounts Payable procedures. · Cash room backup · Completes cash room duties when needed: Issues bags, posts sales, counts bags, balances the room, prepares the deposit, fills out after-reports, runs sales macro, sends student account file to accounts receivable, sends department charges file, looks up receipts, etc. · This position is responsible for creating and updating manuals for all accounts payable procedures. |
| Percentage Of Time | 10 |
Application Details
| Special Instructions to Applicants | <b>APPLICATION INSTRUCTIONS AND INFORMATION</b> * Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the <i>Work Experience</i> section on the application. Human Resources must be able to evaluate your experience based on this information. * Clearly outline dates of employment and hours worked per week for each employment experience listed in the <i>Work Experience</i> section of the Application so that Human Resources can calculate full-time work experience. Please note: Part-time experience will be calculated to determine the full-time equivalent. * <b>The <i>Work Experience</i> is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.</b><br> <b>INCOMPLETE APPLICATIONS</b> * If an Application is considered “Incomplete”, the Application will be removed from consideration for the position. ** An Application is incomplete if no current/ previous employment is included in the <i>Work Experience</i> section of the Application. ** An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the <i>Work Experience</i> section of the Application. ** Positions requiring a degree or if using education as a substitution for work experience (e.g.: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.<br> <b>RESUMES</b> * When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening. * Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials. <br> **Please see the <i>Required Documents</i> section of the posting. <b>NOTES</b> * Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason. * The selection process for State Classified positions may include an exam(s) and interview(s) which <b>require</b> candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense. * <b>All status updates for this position will be sent via email from [email protected] , OR the Employment Consultant facilitating the search process. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.</b><br> * Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu <b>Equity, Diversity, and Inclusion at Colorado State University</b> The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law. Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at [email protected] or call (970) 491- MyHR(6947). <b>DEPARTMENT CONTACT INFORMATION</b> * Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions. * All other inquiries should be directed to the Colorado State University Human Resources Office (970) 491- MyHR(6947). |
|---|---|
| Conditions of Employment | Pre-employment Criminal Background Check (required for new hires) |
| EEO Statement | Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services. The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] . The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] . The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] . Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education . |
| Background Check Policy Statement | Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so. |
| Employment and Appeal Rights | If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging. Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb . A standard appeal form is available at: www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination. |
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