State of Tennessee Looking for ACCOUNTING TECHNICIAN 1 – 09142023- 50378 at Nashville, TN  Full Time

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CORRECTION, DEBRA JOHNSON REHABILITATION CENTER , DAVIDSON COUNTY

A Motor Vehicle Records screening will be conducted prior to employment. A pre-employment drug screen is required for this position.

Qualifications

Summary

Responsibilities

1. Manages complaints from internal and external customers effectively by providing clear and accurate information and possible courses of action to resolve the issue(s).
2. Resolves pay issues by producing payroll supplementals as required.

1. Provides training to new employees in an equivalent role as needed.
2. Provides training to co-workers in the operation of accounting based databases, policies, and procedures.

1. Processes paycheck modifications including, but not limited to, garnishments, overpayments, and salary adjustments.
2. Processes accounting transactions in electronic databases between two or more state agencies.
3. Generates requisitions, purchase orders, receipts, and vouchers originating in assigned work unit as necessary.
4. Calculates overall invoice totals, account adjustments, and purchases/account deductions to generate reports, spreadsheets, and adjustment forms.
5. Applies cash and checks received to appropriate accounts.
6. Calculates and disburses funds from trust fund accounts as required.
7. Categorizes expenses using appropriate expense codes to ensure proper allocation.
8. Resolves employee time sheet exceptions as necessary.
9. Codes adjustment sheets based on information received to adjust accounts.
10. Codes requisitions using appropriate product/category codes to assign the goods/services to the correct account.

1. Audits travel expenses, requisitions, accounts receivable, and accounts payable vouchers.
2. Reviews payable time detail report and preliminary payroll register to ensure correct payroll processing and correct payouts to employees.
3. Audits state credit card purchases.
4. Audits documentation attached to account requests to ensure completeness and accuracy.
5. Verifies all fields on submitted invoices/adjustments to match information in electronic databases.
6. Audits commissary counts against electronic inventory data to ensure accuracy.
7. Verifies receiving report against billing invoices to ensure accuracy.
8. Verifies electronic data entries with outside vendors to ensure accuracy.

1. Researches outstanding checks, overpayments, and underpayments and performs cancel and/or re-issue as necessary.
2. Researches checks stubs, email chains, letters, and other documentation related to refund requests to determine refund amounts and to whom refunds should be sent.
3. Analyzes submitted documentation to ensure a valid justification for account adjustment requests.
4. Researches documentation received with cash and checks to determine appropriate account(s) for deposit.
5. Analyzes exception reports to determine what course of action is necessary to resolve the issue.
6. Researches employee benefits issues to determine sources of error and appropriate responses.

1. Enters data into electronic databases to ensure accurate processing and record keeping.
2. Sets up spreadsheets by writing formulas and functions to facilitate the processing of accounting information.
3. Uses electronic office productivity software (Word, Excel) to perform daily tasks.
4. Schedules automated queries in electronic databases as required.
5. Pulls relevant information from electronic databases using wizards and forms as required.
6. Enters time and leave requests in electronic databases as required.

1. Allocates expenses internally to appropriate accounting string to ensure funding occurs appropriately.
2. Processes cash and checks received and reconciles them against internal and external account records.
3. Maintains records for funds, including but not limited to trust funds, inmate funds, and interdepartmental fund transfers as necessary.
4. Maintains account entries in electronic database to ensure accurate record keeping.
5. Maintains electronic spreadsheet logs of contract information and office equipment.
6. Scans and upload accounting documents into electronic databases.

1. Approves or denies travel requests, expenses, and vouchers.
2. Reviews and approves cashiering database entries.

1. Fields calls from external and internal customers to explain account status information, internal policies and procedures, and other information as required.
2. Explains and interprets employee benefits programs and policies to fellow employees.

Establishing and Maintaining Interpersonal Relationships:

1. Communicates with internal and external customers in a friendly and courteous manner to promote healthy relationships and provide exceptional customer service.
2. Establishes relevant vendor contacts to provide a go-to resource for problem solving and daily interactions.

1. Monitors trust funds for individuals in state custody to track balance amount and to ensure accuracy.
2. Monitors internal and external vendor contracts in electronic databases to ensure accurate processing and record keeping.
3. Monitors employee time sheet entries to identify exceptions.
4. Verifies vendor address information when paying bills.
5. Monitors the status of invoices to ensure proper processing.
6. Monitors tracking system and daily reports to ensure that payments are processed.

1. Communicates issues identified with documentation and records to the appropriate internal business partner(s) and supervisor.
2. Communicates with supervisor to identify proper courses of action to resolve problems as they arise.
3. Communicates with co-workers to assist with problem solving and resolution.
4. Submits weekly processing log to supervisors to monitor workload.

1. Communicates with external customers verbally and in written form to request/provide additional information as needed.
2. Conducts verifications of employment in writing and over the phone for outside requestors.

1. References electronic databases and paper files for invoice information, accounts payable/receivable, adjustment information, and fund information to assist with daily activities and respond to inquiries.
2. Contacts internal and external customers to resolve identified issues.

1. Travels to internal and external sites on foot to deliver mail, make bank deposits, and pick up relevant departmental packages.
2. Climbs ladders to perform inventory counts as required.
3. Archives physical documentation to ensure accurate record keeping.

1. Maintains department specific in-service training levels to maintain required certifications.
2. Attends accounts payable training courses as required.

1. Prioritizes daily task list as needed to ensure timely responses.
2. Organizes paper files including but not limited to invoices, adjustment forms, and court orders to meet record keeping requirements.

1. Operates basic office equipment including but not limited to copiers, scanners, faxes, and calculators.
2. Utilizes state owned vehicles to facilitate daily pick up and drop off of accounting documents and bank deposits as necessary.

1. Carries and handles paper documentation as required and requested.

1. Runs routine and ad-hoc queries and reports.
2. Maintains paper files and other filing.
3. Routes mail to appropriate receiver based on content analysis.
4. Opens and processes mail.

Competencies

Knowledge:

1. Basic knowledge of accounting principles
2. Basic knowledge of mathematics (arithmetic)
3. Basic knowledge of computer operation
4. Basic knowledge of customer and personal service
5. Basic knowledge of clerical procedures including but not limited to operation of calculator, basic office equipment, and filing procedures
6. Basic knowledge of office productivity software including but not limited to Microsoft Excel, Word, and Outlook

Skills:

1. Intermediate reading comprehension skills
2. Basic keyboarding skills
3. Basic mathematic skills (arithmetic)
4. Basic organizational skills
5. Basic critical thinking skills
6. Basic teaching and coaching skills
7. Basic time management skill
8. Basic speaking skills
9. Basic monitoring skill
10. Basic coordination skills
11. Basic negotiation skills
12. Active listening skills
13. Active learning skills
14. Service orientation skills

Abilities:

1. Intermediate oral comprehension ability
2. Intermediate written comprehension ability
3. Intermediate deductive reasoning ability
4. Intermediate problem sensitivity ability
5. Basic oral expression ability
6. Basic written expression ability
7. Basic mathematical reasoning ability
8. Basic inductive reasoning ability
9. Finger dexterity
10. Speech clarity

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Printer
5. Copy Machine
6. Scanner
7. Calculator