Accounting Specialist - College of Veterinary Medicine

Accounting Specialist - College of Veterinary Medicine

The College of Veterinary Medicine is seeking an Accounting Specialist to provide accounting support to major financial accounting areas including accounts payable, accounts receivable, and account reconciliation. This position is one of two order clerks for the department and has significant contact with outside vendors. Position communicates with lab directors and managers, principal investigators (PI's), the director of diagnostic laboratory services, and section chiefs to facilitate the acquisition and payment of products and services all in accordance with university policies and procedures. Position also performs complex accounting to ensure that accounts accurately represent the current status of fund availability.

Typical Duties and Responsibilities:

Purchasing and Funds Management:

• Oversees supply orders by verifying appropriate account numbers, required signatures, price quotes, and contract availability. Adheres to fiscal policy regarding equipment purchases as well as single vendor purchases of over $10,000.00. For new contracts/purchase orders, assists supervisor with data compilation regarding items and frequency of usage to determine quantity as well as vendor specification (non-competitive vs. competitive). Information regarding long-standing vendors must be detailed, accurate and easily accessible to facilitate supply requisition as well as to assist with the resolution of issues or problems. The monitoring of order fulfillment is necessary to ensure that faculty and staff can conduct their various duties.
• Manages commitment line items with the use of fund encumbrances for any and all supply orders to include initial funds reservation, fund modifications, and encumbrance completion. This process assists the position supervisor and Business Manager with determining fund availability at any given time for specific programs and projects.

Accounts Payable:

• Expedites vendor payments. Verifies and secures vendor information to facilitate the invoice payment process in IRIS.
• Prepares documents for commitment of funds to include ensuring authorized account distribution, G/L commitment, valid vendor number/account, and if required, authorized signatures (PI, department head, business manager, laboratory section chiefs, etc.).
• Assists with the capitalization of equipment in IRIS. Determines asset classification and completes all necessary data for asset creation. The invoice payment will finalize the process by utilizing complex posting or purchase order transactions to complete the asset capitalization for equipment inventory. Maintains asset information for equipment inventory verification.

Accounts Receivable:

• Assists supervisor in reviewing the service center billings for entry into IRIS.
• Prepares receipt of funds for deposit by securing appropriate documentation (invoices, designated recoveries, sponsor awards, outreach program initiatives such as HABIT and Dog Bite Prevention). Verifies account distribution and G/L distribution.

Procurement Card/Reconciliation:

• Reconciles all charges for Diagnostic Sciences procurement card holders, including proper documentation, pertinent Cost Centers or WBS Elements, accurate G/L codes, distribution of charges, determining authorized purchases, providing descriptive data for each charge to facilitate reporting by position supervisor, Business Manager, and Accounting Assistant III for PIs, laboratory directors, director of diagnostic services and department head. Troubleshoots all discrepancies and contested charges for resolution with department and card vendor. Assists Office of Audit in regards to information which ensures that the department is adhering to fiscal policies and guidelines established by the University of Tennessee.

Knowledge, Skills, and Abilities Needed:

• Knowledge of basic accounting principles. Excellent organizational skills. Effective verbal and written communication skills. Strong computer skills in word processing and spreadsheet setup and calculations. Problem solving skills. Ability to maintain confidentiality. Ability to pay close attention to detail. Ability to multi-task.

Minimum Qualifications:

• High school diploma or GED with two years of bookkeeping, accounting, or business-related experience or an equivalent combination of education and experience.

Preferred Qualifications:

• Minimum of 4 years working in a bookkeeping/accounting capacity. Extensive knowledge of IRIS, OMB Uniform Guidance, and an animal hospital billing system, or ability to rapidly acquire.