Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

The Accounting Technician uses bookkeeping skills to record, examine, and reconcile expenditure and revenue transactions and records to maintain accountability with statutory requirements, university policy, and general accounting principles and procedures.

The Services Center works in conjunction with other departments to provide business operational services support for the campus. Areas of service include accounts payable and related technical tasks for accounting support functions; providing information and assistance to faculty and staff; providing support for other business functions. Job roles and responsibilities focus on journal vouchers, and related accounting tasks; accounts payable/invoice processing, personal reimbursements, procurement card redistribution and reconciliation, and related training; word processing activities, spreadsheets, tracking documents; support of front office operations; etc.

12 quarter hours (8 semester hours) of Accounting courses AND
An Associates Degree in Accounting; OR One year of experience that includes entering, compiling and/or reporting financial information; OR
An equivalent combination of education and experience.

Experience with Banner FIS, or comparable database systems.
Knowledge of Accounting principles and practices.
Experience using querying and reporting tools.

Accounts Payable

In accordance with university policy and procedure, provide accurate and efficient accounts payable services to assigned departments. Services includes:

Collecting and preparing accounts payable documentation for payment or credit.
o If required, contacting vendors to retrieve invoices, credit memos, and/or W9 documentation for vendor set-up/changes.
o Collecting information and approvals for Purchase Order entry, if required. Entering Purchase Order information in Banner FIS and routing for approvals.
o Reviewing documentation ensuring appropriate authority approval of expenditures; index and, if applicable, activity and location codes are provided; expenditures and amounts are appropriate according to policy; amounts are correct and accurate; documentation is complete; supporting documentation is appropriate and complete; and identified discounts are highlighted and taken, if applicable.
o Correcting discrepancies as necessary, including re-calculating amounts, seeking clarification or requesting additional information or documentation in writing from departments or individuals, obtaining additional written approval from appropriate authority on any corrections made.
o Assigning account codes and/or, if applicable, location code according to SOU Fiscal Policy Manual.
o Coordinating with Service Center Budget and Account Specialist to obtain additional approval for Professional Development Allowance (PDA) or grant indexes for expenditures; determine appropriate coding if not provided or in question; and resolve questions or issues with accounting and budgeting.

Entering accounts payable documentation, including travel, moving, and personal reimbursements, into Banner FIS for payment or credit.

Reconciling cash advances by tracking amounts owed, following up with individuals for additional documentation, and ensuring unused funds are repaid and deposited in appropriate index and account codes.

Entering reversals and correcting entries for accounts payable data entry errors and/or department corrections to expenditure allocation.

Identifying taxable income using IRS guidelines, calculating moving expense reports and/or travel reimbursements for one-day travel, and reporting amounts to Payroll and employee.

Coordinating with vendors, and/or Service Center Purchasing and Contracting Specialist, to resolve issues, including late payments, credits due, and tracking and reconciling lost checks.

Verifying that individuals submitting reimbursements related to university business travel are cleared by the university to drive. Communicating to individuals and appropriate Director if individual is not cleared and provide information regarding driver clearance policy and procedure.

Ensuring expenditures related to contracts are related back to the contract and payment terms, such as payment schedule and not to exceed amounts, are followed.

Identifying, coding, and entering expenditures in the appropriate fiscal year based on policy from Business Services.

Tracking of Delegation of Purchasing Signature Authorization Form for departments.

Tracking gift card reconciliation forms, off-campus use forms, volunteer forms, and open flame permit.

Monitor department activities for compliance with applicable policies and procedures.

Responding to questions and communicating with SOU staff about associated SOU accounts payable policy and procedures.

Assisting Account and Budget Specialists with using accounting records and supporting documentation to compile financial information, budget status reports, and special purpose reports.

Procurement Cards

In accordance with university policy and procedure, provide accurate and efficient procurement card services to assigned departmental programs. Services includes:

Performing the role of Account Manager for assigned procurement cards, including:
o Tracking, verifying, and updating P-card users, Card Custodians, and Budget Authorities.
o Processing Application and Agreement Forms including assisting departments with completing information, tracking and verifying completion of Procurement Card Testing for individuals listed on form, assigning Account and Business Managers, and routing to Business Services.
o Creating and maintaining list of approved purchasers for assigned procurement cards.
o Tracking expenditures in Banner FIS and obtaining procurement card receipts and related required documentation or lost receipt affidavit from Card Custodians in a timely manner.
o Reviewing documentation ensuring index and, if applicable, activity and location codes are provided; expenditures and amounts are appropriate according to policy; documentation is complete; and supporting documentation is appropriate and complete.
o Redistributing expenditures in Banner FIS to indicated index codes and, if applicable, activity codes and assigning appropriate account codes according to SOU Fiscal Policy Manual.
o Reconciling receipts to bank statement and Banner accounting system (PLOG) monthly to ensure proper and timely redistribution of funds.
o Acquiring monthly approvals from Budget Authorities for associated bank statement, PLOG, and receipts.
o Communicating with Card Custodians, Budget Authorities, and, if necessary, Director of Service Center and/or Procurement Card Administrator of any monetary discrepancies, policy issues, or fraud charges.
o Logging expenditures that do not comply with SOU Fiscal Policy and any discrepancies of usage.
o Notifying Service Center Director of any continuous or serious issues of procurement card usage.
o Performing annual audit of procurement cards, including going to departments to check physical security of the procurement card when not in use; reviewing Card Custodian's activity log to check only approved Card Users are utilizing the card; that card check-out procedures are being followed; that expenditures are being logged appropriately; determining the degree of Sanctions of Missue according to policy, if necessary; logging results in Procurement Card Activity Log; and distributing results to Budget Authority and Card Custodian, and Business Services, if required.
o Coordinating with Business Services to resolve procurement card issues.

Serving as Business Manager, back-up Account Manager, for assigned procurement cards.

Serve as Card Custodian for assigned Service Center procurement cards, including securing physical location of cards, checking-in and out cards to authorized users, and maintaining activity log.

Implement recommendations as approved by management.

Identifying and coding for expenditures in the appropriate fiscal year based on policy from Business Services, by tracking and confirming receipt of items purchased and communicating end of fiscal year purchasing deadlines to assigned SOU departments.

Monitor department activities for compliance with applicable policies and procedures.

Responding to questions and communicating with SOU staff about associated SOU procurement card policy and procedures.

Front Desk Office Coordination

In accordance with university policy and procedure, provide front desk back-up support as needed in the following:

Cashiering – Including counting and applying cash, check and credit card payments to the appropriate account and coding with correct account code (e.g. departmental deposits, accounts receivable payments, non-academic workshop registrations, gifts) and daily reconciliation of cash receipts and depositing with the Bursar.

Staff/Faculty bus passes – Including handing out staff/faculty bus stickers, applying detail code to staff/faculty Banner account, and adding information to tracking sheet.

SOU Van Check-out- Including processing and distributing van keys and trip tickets, including retrieving signatures from appropriate approved drivers.

Student employee paperwork – Including, if required, ensuring completeness of employment packet paperwork, including completing page 2 of the I-9 Employment Eligibility Verification form; issuing student employment work referrals; and, if applicable, verifying work-study awarded amounts.

Paychecks – Including verifying identity and distributing staff/faculty paychecks.

Reception – Including operating the campus switchboard and Service Center front desk reception.

Document management – Including assisting with initiating, routing, tracking, filing, and retaining Service Center documentation.