Using the Financial Information System for California (FI$Cal), creates vouchers for the most complex payments which may include purchase orders, purchase orders for contracts, utility, direct pay, and more.
Verifies invoices for accuracy, appropriate authority, and approvals. Makes payments in accordance with the California Prompt Payment Act, State Administrative Manual, State Controller's Office (SCO), Board of Control and all applicable rules, regulations, and departmental procedures. This is accomplished by validating charges on supplier invoices against the purchase order, if applicable, ensuring invoices have the appropriate approvals, identifying issues in good and/or services received. Identifies payment errors or inaccuracies and notifies suppliers and program staff and follow up to ensure charges were corrected by supplier on subsequent invoices. Ensures that invoices are coded correctly and, where there is one contract for multiple areas, ensures that the amount alloted for each area within the contract is not over expended. Ensures that variances between the contract accounting records and independent payment logs are researched and reconciled; ensures that contract payment amounts reflect the latest rates included in the contracts; maintains and reviews payment and transaction histories to ensure that cumulative payments do not exceed contracted authority; and all documentation is provided, as necessary, to SCO to efficiently process the payments.
Creates vouchers in FI$Cal using the Office Revolving Fund (ORF) as requested. Ensures the ORF is replenished timely and in accordance with State laws, rules, and regulations. This requires constant communication with area and division offices to ensure appropriate documentation is acquired to process revolving fund replenishment.
Reviews and approves Procurement-card vouchers which are created through the voucher build process as well and monitoring and correcting any voucher build errors. Creates new petty cash, change funds, and confidential fund and replenishing them through the creation of vouchers.
Independently researches and provides information, assistance, necessary action and correspondence to various levels of departmental staff, suppliers, and control agencies; researches and responds to various requests for financial information from Department managers via e-mail and phone calls. Prepares dispute notifications and stops payment requests. When necessary, determines the cause of overpayment and the appropriate course of action needed to recoup any duplicate payments. Works with vendors to recover over payments, and when received, ensures that payments are coded correctly to properly abate the funds.
Assists other accounts payable staff in resolving issues and providing guidance, as necessary. Assists in the training of new staff. Answers accounts payable unit 's mainline phone and sort and distributes the incoming mail on a rotational basis.
Using FI$Cal, creates new suppliers. Updates current supplier information, as needed (i.e., address or name change). Works with suppliers to obtain the information necessary to pay the supplier.
Performs other duties, within the scope of the classification, as assigned.
You will find additional information about the job in the Duty Statement.
