Accounts Payable

Job Description :

Reports to Budget Manager. Responsible for preparing financial documents, including invoices, vouchers, payments, revenue receipts.

Receives and records checks. Prepares monthly reports on activity.

Essential Job Functions :

Oversees and / or prepares financial documents such as invoices, vouchers, payments, revenue receipts and deposits for accuracy and completeness and ensures compliance with departmental policies and procedures and state and federal laws, rules and regulations.

Is knowledgeable on legislation and ensures accounting function at TCCO stays abreast with changes in the applicable state and federal law.

Ensures that financial transactions are accurately coded and posted, and tracks processing of financial and accounting documents and records.

Maintains accounting records of all transactions and adheres to the established record retention schedule with disposal of old records. (30%)

Prepares monthly and annual expenditure reports and conducts detailed analysis of appropriated funds to determine trends and patterns in funds balances, and prepares recommendations to the Chief Financial Officer and Executive Director to ensure expenditure control and keep expenditures within budget limits.

Processes expenditure transfer vouchers as necessary to allocate expenditures to the appropriate funds to include special disaster related program cost accounts (PCA). (20%)

Develops and maintains accounting procedures and policies. These include procedures for completing monthly reconciliation of grant payments, creating and entering deposit and payment vouchers in CAPPS and running reports in USAS and CAPPS.

Participates in CAPPS User groups and training and makes recommendations for process improvement to the accounting system. (10%)

Oversees the assembling of the required documentation and determines the proper requisition coding elements for smooth procurement of goods and services to include the correct accounts, program codes and PCA .

Oversees the entry of new purchase requisitions and makes entries as needed for contract amendments and change orders in CAPPS Financials and coordinates with HHSC's Procurement and Contracting Services (PCS) to obtain purchase orders.

Fills out receipts for purchased equipment and works to obtain asset tags for state tracked assets. Ensures that office supplies are re-ordered on time for business continuity.

Monitors encumbrance balances to ensure that there is sufficient cash balances to cover current and future vendor payments, and if not, promptly initiates PO balance increases. (25%)

Trains other agency staff on financial processes and procedures and provides training and guidance on cost recovery tracking worksheets and accurately recording collected revenue.

Oversees the overall accuracy of the revenue files. Receives and records cost recovery revenue appropriated to the agency and maintains the agency's cost recovery records. (10%)

Performs other work as assigned. (5%) Knowledge Skills Abilities :

Proficiency skill level in the use of office equipment, computer software, particularly MS Excel.

In depth knowledge and long experience performing all accounting operations in a state agency. A clear understanding of state and federal accounting best practice and the ability to accurately interpret and apply the laws and regulations.

Ability to write policies and procedures and to train others.

Excellent oral and written communication.