Accounting Officer Purchasing & Contracts

Working Title:

Accounting Officer for Purchasing & Contracts

Institution:
South Central College

Classification

Title:

Accounting Officer Inter

Bargaining Unit / Union: 214:
Minnesota Association of Professional Employees

City:
North Mankato

FLSA:
Non Job Exempt

Full Time / Part Time:
Full time

Employment Condition:
Classified
- Unlimited

Salary Range: $26.89 - $39.22

The Accounting Officer for Purchasing and Contracts performs professional accounting work and is responsible for the management of requisitions, purchase orders and contracts using the College's purchasing platforms, which is currently Marketplace and Workday. The Accounting Officer trains and provides direction to all staff and faculty to ensure they understand the purchasing platforms and the position will print checks for the College and enter and review employee expense reimbursement claims, purchasing cards and reconcile statements.

This position also enters and maintains the college's assets. The work also involves gathering financial data for reports and special projects, analyzing and interpreting financial data, and recommending solutions under limited supervision. In addition, the Accounting Officer coordinates and assists with special projects such as implementing new software and participating in the development of on-line internal process management systems and other enterprise-wide processes

• Ensure proper accounting compliance withing purchasing processes. Review all submitted requisitions and purchase orders in Workday for coding accuracy.
• Provides ongoing Workday and/or purchasing process training
• Coordinates Workday group trainings at the beginning of each term during employee in-service or new employee orientation.
• Performs account oversight and management activities such as expenditures monitoring and analysis, invoice/credit card reconciliation, account PO closeout, completing and reviewing relinquishing statements and termination notices, and reconciling records for audits and other special projects as assigned.
• Directs new vendors in setting themselves up as a vendor in SWIFT, and make changes to vendors as needed to process purchase orders.
• Contract Administrator
  - Creates and prepares Professional and Technical Services, Maintenance and Service Master Contracts, Intra/Inter Agency, Lease and Facilities Agreements as well as any other Minnesota State required agreements based on input from staff and administration.
• Maintains complete agreement document files including current contractor insurance certificates and other required information. Works with the Office of General Counsel or the Attorney General's Office to review contract documentation for South Central College and make appropriate recommendations to meet legal requirements and adjust contract language to meet State requirements as necessary.
• Responsible for the development of request for proposals, request for qualifications and similar purchasing of services processes. Gather appropriate input from the staff to create these documents and complete the process. Initial and direct negotiations when applicable. Seeks advice of the Office of General Counsel or Attorney General's Office to make adjustments to meet State legal requirements, as needed.

• Is responsible for printing all local checks and associated reports including accounts payable, financial aid and student payroll checks.
• Coordinates student financial aid direct deposit procedures and process associate with ACH files, student payroll, refunds, financial aid disbursement. Oversees student's direct deposit information and update when necessary.
• Reviews employee expense reimbursement claims to ensure proper documentation and compliance with Minnesota State Policy. Reviews cost coding of all reimbursements to ensure expenses are coded to correct accounting fund, appropriation and cost center. Enters all reimbursements. Ensures expense reimbursement summaries reconcile with SEMA4 pay type.

• Manage inventory for fixed assets and reconcile inventory to accounting. Coordinate the tagging of new fixed assets and their entry into the Minnesota State Fixed asset system. Review all purchase documents for fixed asset inventory items to ensure proper coding to fixed asset related object codes in accounting system. Coordinate the disposal of any fixed asset to ensure compliance with State statutes and Minnesota State policies regarding disposal of fixed assets.
  
  Review the fixed asset to accounting reconciliation in Minnesota State to ensure accuracy of accounting and fixed asset module data. Physical inventory count performed on a three-year…