Internal Operations Specialist

The University System of Georgia (USG) is comprised of 26 higher education institutions as well as the University System Office (USO). Within the USO, our administrative operations are primarily housed in the Trinity Washington Building located in downtown Atlanta. Our Information Technology Services (ITS) division is located in Athens. The University System of Georgia Shared Services Center (SSC) is located in Sandersville. The Georgia Public Library System is located in Atlanta. The Georgia Archives is located in Morrow. The State of Georgia Records Center is located in Austell.

This position is responsible for executing agency accounts payable, purchase requisitions and purchase requests through the BOR procurement process. This position will work and consult with agency staff to understand program needs, maintain agency records and provide assistance as needed. Develop and maintain vendor relationships and troubleshoot problems. Verify and track expenditures against the appropriate accounts and follow generally accepted accounting principles.

Verify and submit invoices for payment as received. 
Prepare and enter purchases via agency purchasing system into GeorgiaFirst Financials Management Solutions system as upon receipt.
Create purchase requisitions. 
Track orders and ensure items are received.
Create eProcurement files on completed orders for agency records. 
Enter accounts payable and purchase requests data into agency database.
Serve as liaison to the University System Office's Business Services department 
Develop, maintain, and work with vendors to research and resolve issues.
Order staff and agency office supplies.
Verify account codes for orders and payments.
Track, receive and route incoming deliveries to appropriate staff members.
Track and maintain the Purchase Order Report and ensure items are paid, closed and removed from report weekly.
Ensure that all invoices and orders are processed following Board of Regents (BOR) policies and procedures.
Obtain signatures as needed and use Docusign for this process.
Check for W-9 Forms and ACH Forms for new vendors.
Manage agency electronic files and send original documents to BOR.
Performs related duties as assigned.
 

Educational Requirements
 Bachelor's Degree in Accounting or Completion of five years of accounting/bookkeeping and or business at an accredited vocational or business school or college.
Other Required Qualifications
Knowledge and level of competency commonly associated with the completion of a masters degree in a course of study related to the occupational field.
Experience sufficient to thoroughly understand the diverse objectives and functions of the subunits in the division/department in order to direct and coordinate work within the division/department, usually interpreted to require three to five years of related experience.
Required Experience
 Knowledge of basic accounting principles.
 Knowledge of accounts payable processes. 
 Knowledge of basic ethics and compliance policies as related to accounting practices. 
 Skill in accounts payable software.
 Skill in reading, analyzing and interpreting accounting, financial reports, legal documents and procedures manuals.
 Skill in decision making and problem solving.
 Skill in interpersonal relations and in dealing with the public and difficult people.
 Skill in oral and written communication.
 To perform this job successfully, an individual must be proficient in the use of Internet software, Google,  MS Outlook; Word; Excel and Access.
 Knowledge of Accounting software; Contact Management systems; Database software; Order processing systems; and Project Management software.
 Excellent people skills, self-starter, ability to work independently and ability to multi-task; Knowledge of departmental rules, regulations, procedures, and functions; Ability to prepare and  maintain comprehensive records and reports; Ability to compose a variety of memoranda and correspondence without instructions.

ABILITIES
The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, bending, walking, crouching or stooping. The employee occasionally lifts light objects.

 The work is typically performed in an office.

The University System Office is an equal employment, equal access, and equal educational opportunity, and affirmative action institution. It is the policy of the University System Office to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnic origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, ADEA, ADA, E.O. 11246, and Rev. Proc. 75-50).

For questions or more detailed information regarding this policy please contact the University System Office Human Resources at 404.962.3242. Individuals requiring disability related accommodations for participation in any event or to obtain print materials in an alternative format, please contact Human Resources.

This is not a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position does not require a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

A pre-employment background check will be required after a contingent offer is accepted. It will include a criminal history, driving record, and education.