CDA - Fruit & Vegetable Accounting Technician

Job Title

The work unit exists to provide upon request impartial, timely and statewide inspection and certification (as prescribed by federal guidelines) of commercial shipments of fresh fruits and vegetables, including food safety inspections and the performance of Good Agricultural Practices and Good Handling Practices (GAP/GHP) audits.

The position will be in training for the first 12 months. The position exists to bill and receive payments for inspection services performed, seeing accounts receivable are kept current, data entry, database management and maintenance of all accounts and associated certificates. Responsible for verification for completeness and correctness of field certificates issued by section inspectors in addition to completing USDA required reporting procedures.

Provide support to section by implementing office procedures, dispatching inspectors, contacting industry members for prospective shipments and maintaining confidential filing system. Position also manages timekeeping, tracking annual/sick leave for the unit, disbursing funds, filing, typing, creating presentations, attend meetings, arrange overnight lodging, manage inventory and purchase supplies. Responsible for operation and maintenance of office equipment including but not limited to fax machine, copy machine, calculators, printers, etc.

Duties include:

• Create external customer accounts receivable by sorting, batching, coding and entering documents into computer data base (currently 250 plus external customers).
• Verify accuracy of data from printed reports which are balanced against batches created from custom computer software.
• Input external customer data into computer program and make changes as needed based upon information gathered from external customer, written correspondence, inspector and/or management reports.
• Create reports, summaries and lists for inspectors and management using (FVARP) data base program and Colorado Operations Resource Engine (CORE).
• Create new and maintain existing inspection files.
• Purge files in accordance with Fiscal Rules and Department policy.
• Review files for specific requirements at request of program manager and/or USDA Federal Supervisor personnel. Deficiencies encountered are documented, corrected and reported to management.
• Create spreadsheets and documents for Business Operations division using Microsoft Excel software, access CDA Intranet program and CORE program to post results and ensure receivables are accounted for and disbursements are appropriate and verified. Create aging reports and disburse statements to applicable external customers.
• Monitor inspection contracts for accuracy.
• Submit FV-218, FV-345, FV-346 data to United States Department of Agriculture (USDA). Submit Good Agricultural Practices/Good Handling Practices (GAP/GHP) data to USDA and provide approved finalized data to external customers.

Accounts Receivable:

• Setup new accounts creating computer and manual files.
• Assign account numbers and verify new account information.
• Prepare inspector files as required by policy and regulation.
• Prepare mailing labels and employee labels for easy access to unit and time management.
• Receive payments from external customers, either through mail or at the counter and apply to appropriate accounts in a timely fashion.
• Research data on accounts as requested by external customers.
• Balance and assemble checks received, deposit payments through Wells Fargo deposit program and code to appropriate cash funds, unit and department, submit to Business Operations division for deposit.
• Track for appropriate application to correct revenue account utilizing the CDA Intranet and CORE programs.
• Document, verify and track internal revenue transfers through correspondence from Phytosanitary data, program log and CORE program.
• Respond to inquiries on accounts receivable revenue by researching and evaluating accounts, documents and cash validations.
• Compile data for budget and fiscal department, prepare revenue balance reports by researching, reviewing and collecting data from monthly reports and correspondence.

Accounts Payable:

• Order section supplies annually based on historical use and…