Accounts Payable and Reconciliation Specialist; ASL: Novice

Job Title

Accounts Payable and Reconciliation Specialist (ASL: Novice)

Staunton, VA 24401

$28.00/hr. without benefits

6+ months

Day 8-hour shift

40 hours per week

The Administrative and Office Specialist III at the Virginia School for the Deaf and the Blind (VSDB) is to perform all phases of the Accounts Payable function in accordance with the code of Virginia and various regulatory agencies' policies as they relate to the school, perform weekly/monthly transaction reconciliations, and process reimbursements for grants.

The Administrative and Office Specialist III at VSDB is to ensure proper fiscal accounting and procurement procedures in accordance with state, federal, and local regulations and in compliance with Generally Accepted Accounting Procedures (GAAP).

• Review and date-stamp all incoming and interschool accounts payable mail daily.
• Examines documents, reviews for accuracy, determines coding, due dates, proper signatures, and complete information necessary to process in accordance with agency and State policies and procedures.
• Verifies that the vendor is set up in CARDINAL and the remit address is correct.
• Matches invoices, receivers, purchase orders, and accounting vouchers for vendors, contracts, and other state agencies.
• Updates the monthly accounts payable journal log.
• Processes data through CARDINAL for payment, helping to ensure at least 95% compliance with the Prompt Payment Act.
• Creates accounting vouchers for vendor payments in the CARDINAL NP module. Enters detailed information accurately, including vendor r, invoice receipt date, goods & services receipt date, amount, and accounting lines. Selects the payment location based on the vendor remit address on the invoice.
• Selects proper payment terms, ensuring that payment meets Prompt Payment guidelines. Verifies that accounting times are in balance with the invoice total. Reviews vouchers for accuracy, performs budget check, and submits for approval.
• Resolves issues and discrepancies in a professional manner with vendors and departments in compliance with state regulations.
• Responds to inquiries and assists others via telephone, email, written correspondence, and in person.
• Obtains W-9 tax forms on state template from new vendors, for address updates, or from vendors not set up in the CARDINAL vendor table.
• Determines vendor type and submits the W9 form accordingly for setup in EVA. Logs in to Cardinal Vendor Group (CVG) Secure Forms System to perform supplier maintenance in the statewide supplier table, including updates, reactivations, & adding new fiscal vendors.
• Completes online maintenance forms, attaches COV W9, & submits to the Director of Operations for approval. Maintains current COV W9 file on shared drive for review & files COV W9 documents. Addresses vendor setup issues with CVG (CARDINAL Vendor Group).
• Manages Travel & Expense Module in CARDINAL for employee reimbursements. Sets up authorized expense users in the Cardinal expense module.
• Maintains agency travel workbook / best practice guide to include yearly updates as relates to DOA policy to ensure travel is paid in compliance with DOA CAPP chapter 20335.
• Serves as agency subject matter expert for travel-related processes and assists departments with questions relating to travel as needed.
• Examines travel reimbursement vouchers received from employees, ensuring accuracy, proper approval, and supporting documentation according to state travel regulations.
• Reviews accounting vouchers received for employee reimbursements. Verifies coding, proper approval & supporting documentation.
• Creates Expense Reports for employee reimbursements in the CARDINAL Travel & Expense Center. Detailed travel data, including mileage, per diem, and lodging are keyed or selected via a multi-step process. Expense reports are completed and submitted for approval. Records expense reports on the monthly expense log.

• Processes grant reimbursement requests for all grant funding with the proper agency/entity every month. Ensures expenses submitted are appropriate…