Accounts Payable Coordinator Fleet Dept. / Accounting Technician II - Hybrid
Accounts Payable Coordinator Fleet Dept. / Accounting Technician II - Hybrid
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Job Description
Department Information
This position is only open to Colorado state residents.
Note:This posting may fill more than one vacancy.
Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying.
Apply for a job with the State of Colorado
To learn more about what happens after you apply for a position with the State of Colorado please watch the short informative video
TheDepartment of Personnel & Administration (DPA)is the foundation for dependable state government leading with responsiveness integrity and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees innovative solutions and constructive partnerships.
DPAprovides a wide range of programs and services from custodial & maintenance to financial and human resources support which assist other state agencies in fulfilling their missions. At DPA there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth.
If your goal is to build a career that makes a difference and build greater public confidence in good government consider joining the dedicated people of the State of Colorado; its a chance to combine your expertise with public service. Our professionals strive to support state government and the residents of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more.
Good Government Starts Here!
Why We Want You:
We want your expertise positive energy drive to succeed and love of this great state as we work to elevate the expectations Coloradans have of their government.
What Youll Get From Us:
In return for the skilled work you do DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview videofor details on the benefits offered to employees.
Description of Job
This position enters invoice data and reconciles with state agencies and private vendors for completeness and accuracy In FMIS (Fleet Management Information System). Responds to customer requests regarding invoice payment process. Research and resolve any problems found on invoices. Prep and scan invoices for entry and use for electronic backup to interfaced vendor payments. Updates all vendor files with authorized documentation (W9 EFT). Reconcile monthly statements received from the vendors to verify invoice payment request missing Invoices or clarification of past due transactions. Has the backup responsibility for fuel card fraud alerts and investigation and processing fuel invoices to awaiting payment approval. Has the backup responsibility for Accounts Receivable pre and post billing tasks.
A summary of the duties and responsibilities will include but are not limited to the following:
Invoice Processing and Reconciliation - Verifies vendor data from the invoice to CARS to ensure 2-way match with authorization for proper payment. Approves or disapproves payment by reviewing invoiced amount based on the services provided. Contact vendors for any missing information. Enters the proper coding and provides documents for uploads to CORE. Prioritizes Invoices by date received and maintains a 3-day invoice tum-around (requires entry of 150 to 300 invoices during peak periods). Uses DPA accounting FMIS and CORE rules guidelines and general accounting practices while researching invoices to respond to issues/questions from vendors such as missing invoices or Invoices that were denied payment etc. Answers questions pertaining to payables: maintenance glass and tire repair authorizations. Reconciles statements received on a monthly basis to verify all invoices have been received and entered contacting vendors for needed invoices.
Customer Service Office Support and Accounts Receivable support - Provide general information about Fleet Management FMIS and CORE 25 to agencies vehicle coordinators and general public. Receive the mail for Fleet sort and deliver to appropriate people within the unit for accounting scan prep & stage invoice documents for processing. Following SFMs process; research inquiries by various customers auditors and agency personnel and provide appropriate reports or results or refer to resources that may provide answers to the inquiries.
Be able to complete AR tasks related to pre and post billing such as but not limited to coding changes internal transfers manual bills and being able to respond to billing questions from agencies.
Backup responsibility for fraud investigation and fuel processing reconciliation - Monitors for fraud through investigating fuel transactions and various reporting tools In FMIS and on the fuel card providers website. If suspicion of fraud is found submits fraud report with required backup to the fuel card provider and notify appropriate law enforcement. Assists in processing fuel transactions awaiting payment approval. Research fuel transactions and respond to issues/questions from fuel vendors. Verify fuel vendor data from the invoice document to FMIS to assure proper payments and contacts vendor for any missing information. Prioritize invoices by date received and maintain one day transaction tum around. Provide vehicle coordinators drivers gas station clerks and card provider information on fuel credit cards procedures and requirements for authorized fuel transactions.
Minimum Qualifications Substitutions Conditions of Employment & Appeal Rights
*A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying.Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use see resume or see attached statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications your application will also be used as part of the comparative analysis process to identify a top group for further consideration.
Skills-Based HiringThis position is advertised in line with the Governors executive order (Executive Order) focused on skills-based hiring practices that focuses on the knowledge skills and abilities specific to the job and aligns the hiring process accordingly. Skills-based hiring reduces potential barriers for applicants and allows for reduced bias in the hiring process by providing a direct description of skills that are unique to the duties assigned to the position with a recognition that the applicant may have developed these skills through education training or past experiences.Residency Requirement:
This posting is only open to residents of the State of Colorado at the time of submitting your application.Class Code & Classification Description:
H8B2XX ACCOUNTING TECHNICIAN II Minimum Qualifications:
Experience Only:
At least two (2) years of relevant experience in an occupation related to the work assigned to this position
OR
Education and Experience:
A combination of related education and/or relevant experience in an occupationrelated to the work assigned equal to at least two (2) yearsTheexceptional candidatewill possess the proven ability or accomplishment in the following preferred qualifications:
Previous State Service related to the work assigned to the position
- Experience with the Colorado Automotive Reporting System (CARS)
- Expertise using Excel as an analysis tool
- Experience with administration of a point of sale fuel card system
- Highly capable of multi-tasking and effective time management
- Highly capable of processing high volumes of invoices.
Conditions of Employment:
A pre-employment criminal background check will be conducted as part of the selection process.
Must have and maintain a valid Colorado Drivers License
Comparative Analysis Process
The comparative analysis process for this position may consist of a structured application review an online assessment and a structured interview.Appeal Rights:
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process you may file a written appeal with the State Personnel Director.
Review of the completed signed and submitted appeal will be timely on the basis of written material submitted by you using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email atwithin ten (10) calendar days from your receipt of notice or acknowledgement of the Departments action.
For further information on the Board Rules you can refer to 4 Colorado Code of Regulations (CCR) 801-1 State Personnel Board Rules and Personnel Directors Administrative Procedures Chapter 8 Resolution of Appeals and Disputes at InformationEmployment Philosophy:The State of Colorado strives to build and maintain workplaces that value and respect all Coloradans. We are building a Colorado for All through a commitment to equal opportunity and hiring based on merit and fitness. The State is committed to non-discriminatory practices in hiring employment and advancement opportunities.
Accommodations: The Department of Personnel & Administration is committed to the full inclusion of all qualified individuals. As part of this commitment our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment including completing the application process interviewing completing any pre-employment testing participating in the employee selection process and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position please direct your inquiries to our ADAAA Coordinator Heather Siegal
Required Experience:
IC
Employment Type
Full-Time
