Accounts Payable and Travel Specialist or Sr.
Full Time
Austin, TX 78701
$54,447 - $76,056 a year
Posted
Job description
WHO WE ARE:
Service, Respect, and Connection are core to the individual and collective TRS experience. We know that great service rests on a foundation of relationships that connect us all to an empowering and rewarding career. At TRS, we’re inspired by our diverse community who bring authenticity and commitment to our mission to improve the retirement security of public education employees and retirees throughout Texas.
As a group of achievers, we tap collaboration and innovation to raise the bar in performance, administering and counseling pensions and healthcare benefits to ensure certainty for the future of our members. We invite you to join us, where both personal and career growth are respected and where you can make a difference in our members’ lives every day.
The Accounts Payable and Travel Specialist is responsible for complex accounting for accounts payable and travel. The incumbent will process purchase vouchers for payment of goods and services, travel requests and claims for reimbursement, reconcile and post payments to the agency accounting systems, and provide assistance on accounts payable procedures. This position will proactively work with the Accounts Payable and Travel team, Finance staff, and agency employees.
The Senior Accounts Payable and Travel Specialist is responsible for highly complex accounting for accounts payable and travel. The incumbent will serve as back-up to the Manager as assigned, process purchase vouchers for payment of goods and services, travel requests and claims for reimbursement, reconcile and post payments to the agency accounting systems, and provide assistance on accounts payable procedures. This position will proactively work with the Accounts Payable and Travel team, Finance staff, and agency employees.
This position is being advertised at two levels. The selected applicant will be offered the position that aligns with their education and experience.
Accounts Payable and Travel Specialist: $54,447.00 - $65,206.00/annual
Sr. Accounts Payable and Travel Specialist: $60,845.00 - 76,056.00
WHAT YOU WILL DO:
Departmental Support (Sr. Accounts Payable and Travel Specialist)
- Provides back-up support to the Accounts Payable and Travel Manager as assigned and assists with ensuring that all operations are covered, and productivity, customer service, and quality goals are met.
- Serves as a subject matter expert on various aspects of the accounts payable and travel processes, and assists with system testing, analysis, and process improvement.
- Reviews and recommends changes to accounts payable and travel policies, procedures, forms, and processes.
- Participates on finance related committees and special projects as assigned, including assisting with new system implementations and initiatives.
- Participates in requirement gathering for custom dashboard creations using Microsoft Power BI.
- Processes all agency and/or employee registrations, subscriptions, memberships, and notary actions.
Accounts Payable
- Reviews invoices submitted via the Procurement and Vendor E- System (PAVES) vendor portal for accuracy.
- Handles invoice exceptions and route for resolution within the K2 Enterprise Payable Management System (EPM).
- Prepares and processes purchase vouchers for payment of goods and services in the Centralized Accounting and Payroll/Personnel System (CAPPS).
- Establishes, maintains, and verifies vendor records in automated accounting systems (CAPPS), (PAVES), and the Comptroller of Public Accounts Taxpayer Identification Number System (TINS).
- Enters manual purchase vouchers into Uniform Statewide Accounting System (USAS).
- Processes payments involving special accounts such as soft dollar, postage, disability retirement medical review, TRS-Care, and TRS- ActiveCare, and procurement/travel company credit card programs.
- Develops and runs custom queries for reporting accounts payable and travel payments.
- May assist with open records requests and post payment audits.
Accounts Payable (Sr. Accounts Payable and Travel Specialist)
- Prepares and processes purchase vouchers for payment of goods and services.
- Reviews and approves Comptroller Object Codes entered on purchase requisition entries for accuracy.
- Establishes, maintains, and verifies vendor records on agency automated accounting systems and the Comptroller of Public Accounts Taxpayer Identification Number System (TINS).
- Enters information into agency automated accounting systems or prepares manual purchase vouchers.
- Enters required information into Uniform Statewide Accounting System (USAS).
- Ensures funds are available and properly encumbered in keeping with agency procedures.
- Verifies payment amounts in order to authorize release of payment to vendors.
- Processes payments involving special accounts such as soft dollar, postage, disability retirement medical review, TRS-Care, and TRS- ActiveCare.
- Develops and runs custom queries in Centralized Accounting and Payroll/Personnel System (CAPPS) and business objects.
Travel
- Reviews and processes travel requests and claims for travel related reimbursement through Concur.
- Reviews travel requests for completeness and compliance with agency policy, Comptroller's Office Travel Allowance Guidelines, and other regulations and procedures.
- Issues cash advances to travelers as needed and record entries into QuickBooks.
- Assists in Concur new hire profile setups, updating employee permissions and other system administration duties.
- Runs Concur business intelligence reports for the audit and reporting of employee travel reimbursements.
- May make suggestions or recommendations for accounting/travel software and/or process enhancements.
Travel (Sr. Accounts Payable and Travel Specialist)
- Reviews and processes travel requests and expense reports for travel related reimbursements in Concur.
- Creates and edits Concur user profiles, expense delegate preferences and user permissions.
- Reviews travel requests for completeness and compliance with agency policy, Comptroller's Office Travel Allowance Guidelines, and other regulations and procedures.
- Enters travel requests and voucher information into the budget/expense sub-ledger.
- Researches requests for refund of hotel tax and processing payment as appropriate.
- Prepares and submits travel vouchers to the Comptroller's Office for reimbursement.
- Assists legal for payment open records requests, retrieving expense data from the Centralized Accounting and Payroll/Personnel System
(CAPPS) queries, analyzing reports to ensure accuracy of information, and providing time and cost calculations.
- Determines appropriate amount of payment to post for each fiscal year for payments that cross fiscal years.
- Assists with compiling data for and preparing the annual binding encumbrance report and entering into USAS on a quarterly basis.
- Develops and runs custom queries in Concur query studio
Reconciliation & Reporting
- Reconciles invoice and payments in CAPPS to the USAS HX recycle browser and the general ledger IN Browser.
- Reconciles QuickBooks travel advances and ensures that all outstanding expenses are repaid to the agency in accordance with the IRS accountable plan.
- Researches and analyzes payment discrepancies, and makes correction through expenditure transfers, reversals, cancellations and adjustment vouchers are required.
- Determines appropriate amount of payment to post for each fiscal year for payments that cross fiscal years.
- Assists with compiling data for and preparing the annual binding encumbrance report and entering data into USAS on a quarterly basis.
- Assists in the compilation of data for annual reporting requirements to the LBB for SB255.
- Assists in the preparation of 1099-NEC, 1099-MISC and 1099-INT forms for the agency.
Reconciliation (Sr. Accounts Payable and Travel Specialist)
- Reconciles payments on the Centralized Accounting and Payroll/Personnel System (CAPPS) to the Uniform Statewide Accounting System (USAS) via the USAS IN browser and the HX recycle browser. Also, reconciles the central billed accounts, and voucher exception report including researching and resolving discrepancies.
- Researches and analyzes payment discrepancies and makes correction entries by means of expenditure transfers, reversals, cancellations, and adjustment vouchers as necessary.
- Determines appropriate amount of payment to post for each fiscal year for payments that cross fiscal years.
- Assists with compiling data for and preparing the annual binding encumbrance report and entering into USAS on a quarterly basis.
Procedures
- Communicates with agency staff, the Comptroller's office, and vendors verbally and/or in writing to request or provide information and resolve problems regarding payment status, procedures, and other accounts payable related issues.
- Provides training and technical assistance to team members and agency staff on Accounts/Travel Payable policy, procedures, and related issues.
- Assists in developing new or revised accounts payable and travel policies and procedures and maintains updated travel information for agency use on the agency Intranet.
- Assists in developing and maintaining procedure manuals for Accounts/Travel Payable functions.
Procedures (Sr. Accounts Payable and Travel Specialist)
- Communicates with agency staff, the Comptroller's office, and vendors verbally and/or in writing to request or provide information and resolve problems regarding payment status, procedures, and other accounts payable related issues.
- Provides training and technical assistance to team members and agency staff on Accounts/Travel Payable policy, procedures, and related issues.
- Assists in developing new or revised accounts payable and travel policies and procedures and maintains updated travel information for agency use on the agency Intranet.
- Assists in developing and maintaining procedure manuals for Accounts/Travel Payable functions.
- Suggests and implements recommendations for improvement concerning accounting/travel software and or processes.
- Performs related work as assigned
WHAT YOU WILL BRING:
Required Education
- Two (2) years of college coursework (60 semester hours) from an accredited college or university with a concentration in accounting, finance, or related field.
- Bachelor’s degree from an accredited college or university in accounting, finance, or a related field. (Sr. Accounts Payable and Travel Specialist)
- High school diploma or equivalent and additional related experience may substitute for the required education on a year-for-year basis.
Required Experience
- Two (2) years of full-time accounts payable or closely related experience requiring compilation, reconciliation, and/or analysis of detailed financial information.
- Three (3) years of full-time accounts payable or closely related experience requiring compilation, reconciliation, and/or analysis of detailed financial information. (Sr. Accounts Payable and Travel Specialist)
Preferred Qualifications
- Associate or Bachelor’s degree in accounting, finance, or related field.
- Experience in a high volume accounts payable environment, preferably in a Texas state agency.
- Experience auditing and processing State of Texas payment vouchers.
- Experience arranging travel in a Texas state agency.
- Experience using CPA's Uniform Statewide Accounting System (USAS).
- Experience using CPA's Centralized Accounting and Payroll/Personnel System (CAPPS).
Knowledge, Skills, and Abilities
- Knowledge of:
- Governmental accounting, budget control methods, policies, and procedures and of laws and regulations pertaining to financial operations.
- Texas state agency operations, policies, and procedures preferred.
- Automated financial systems.
- Skill in:
- Handling multiple tasks, prioritizing, and meeting deadlines.
- Ability to:
- Work accurately and effectively with a strong attention to detail.
- Evaluate, interpret, develop, and prepare pertinent accounts payable data and reports.
- Establish and maintain effective and cordial working relationships at all organizational levels including agency management, co-workers, internal and external customers.
- Work independently and as part of a team, and to support and contribute to a cohesive team environment.
- Comply with all safety rules, regulations, and standards.
- Comply with all agency policies and applicable laws.
Military Occupational Specialty (MOS) Codes:
Veterans, Reservists or Guardsmen with experience in the Military Occupational Specialty ( http://www.hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf ) along with the minimum qualifications listed above may meet the minimum requirements and are highly encouraged to apply. Please contact Talent Acquisition at careers@trs.texas.gov with questions or for additional information.
To view all job vacancies, visit www.trs.texas.gov/careers or www.trs.csod.com/careersite.
For more information, visit www.trs.texas.gov.
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