What are the responsibilities and job description for the Accounts Payable Technician. position at State of Colorado?
Department Information
This position is open to current Colorado residents only.
Please note: This recruitment may be used to fill multiple vacancies.
Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!
If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS).
Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:
Colorado Mental Health Institute at Pueblo is a tobacco free campus
About Us: The Southern District Accounting work unit within the Division of financial services exists to provide fiscal management, proper accounting, financial reporting, and cost allocations for the Department of Human Services, the State Controller's Office, the Federal government, county departments of social/human services, Office of the State Auditor, Federal Auditors, and others in need, for the following agencies and functions:
The Southern District General Accounting unit provides accounting for the Department of Human Services Southern District customers. The General Accounting work unit is responsible for the following:
Description Of Job
Job Assignment:
This position’s primary responsibility is to process and submit payment transactions in the CORE (Colorado Operations Resource Engine) system for all vendor invoices, petty cash reimbursements, and employee travel reimbursements, as well as maintain electronic files of completed payment documents and supporting documentation when required due to HIPAA. The position is responsible for taking steps to process payments timely. This position reconciles vendor statements and initiates related follow-ups with vendors to address discrepancies. A key function of this position requires accountability to review documentation for authority, completeness, receipt, and accuracy of information. This position is required to know and understand the State of Colorado fiscal rules, CDHS procedures, and regulations regarding processing payments to vendors. The position must have the knowledge and ability to discover errors when reviewing documentation submitted by the program when processing payments. This position receives feedback from various department personnel and promptly corrects data to ensure accuracy in processing. This position evaluates and corrects CORE system errors so transactions validate for submission. This position requires the ability to explain accounts payable procedures, rules, and regulations to non-accounting personnel.
Job Duties
ACCOUNTING TECHNICIAN III (H8B3XX)
Experience Only
Education And Experience
Three years of experience in an occupational field related to the work assigned to the position.
Desirable Skills And Competencies
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To receive the accommodation, the person making the request must present medical documentation that describes the impairment which justifies the accommodation. Because it requires several days for CDHS to evaluate the request and prepare for the accommodation, it is essential for the person who believes he/she may need an accommodation to locate or obtain the documentation that he/she intends to submit well in advance of the assessment date. Failure to provide the medical documentation three days in advance of a comparative analysis could make it impossible for CDHS to prepare for and provide the requested accommodation. To request a reasonable accommodation for this assessment, please contact Bridget Clawson Braaten at 303-866-4373 or bridget.clawson@state.co.us or the contact listed on this announcement three days before the assessment date.
Supplemental Information
How To Apply
The Assessment Process
For additional recruiting questions, please contact gerald.barajas @state.co.us
Selection Process
Applicants are encouraged to attach a cover letter and resume to their application.
The selection process will consist primarily of a review of applications against the minimum and preferred qualifications of this position. Applications will be reviewed in comparison to all others in the applicant pool in order to identify a top group of up to 6 candidates who may be invited for a final interview. Depending on the size of the applicant pool, additional selection processes may be utilized to identify a top group of candidates. Applicants will be notified of their status via email.
Please be aware the application review is based solely upon the information provided in your application packet, especially the Work Experience and Supplemental Questions sections of your application. Therefore, it is imperative that you provide extensive detail in these sections of your application.
Note: Transfers, voluntary demotions and reinstatements are required to apply and participate in the selection process.
Former employees of the Colorado Department of Human Services (CDHS) who were disciplinary terminated or resigned in lieu of termination must disclose the information on your application and may not be eligible for employment at CDHS.
This position is open to current Colorado residents only.
Please note: This recruitment may be used to fill multiple vacancies.
Most State of Colorado employees are eligible for a great benefit package! Please see the Supplemental Information section below for details!
If your goal is to build a career that makes a difference, consider joining the dedicated people of the Colorado Department of Human Services (CDHS).
Our professionals strive to design and deliver high quality human and health services that improve the safety, independence, and well-being of the people of Colorado. In addition to a great location and rewarding and meaningful work, we offer:
- Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan www.copera.org
- Medical and dental health plans
- Employer supplemented Health Savings Account
- Paid life insurance
- Short- and long-term disability coverage
- 11 paid holidays per year plus vacation and sick leave
- BenefitHub state employee discount program
- Employee Wellness program MotivateMe
- Excellent work-life programs, such as flexible schedules, training and more
- Remote work arrangements for eligible positions
- Some positions may qualify for the Public Service Loan Forgiveness Program. For more
Colorado Mental Health Institute at Pueblo is a tobacco free campus
About Us: The Southern District Accounting work unit within the Division of financial services exists to provide fiscal management, proper accounting, financial reporting, and cost allocations for the Department of Human Services, the State Controller's Office, the Federal government, county departments of social/human services, Office of the State Auditor, Federal Auditors, and others in need, for the following agencies and functions:
- The Office of Forensics and Mental Health Hospitals, Forensic Services and Mental Health Transitional Living Centers; the Regional Centers; Division of Youth Services; State Veteran’s Living Centers; Background Investigation Unit; and inventory accounting.
- CDHS travel and Pcard services statewide.
The Southern District General Accounting unit provides accounting for the Department of Human Services Southern District customers. The General Accounting work unit is responsible for the following:
- All services related to non-patient revenue and accounts receivable;
- Inter/intra contract accounting;
- General and program accounting;
- Balance sheet substantiations;
- Diagnostic analysis and related corrections;
- Fiscal year opening and closing activities;
- Processing payments to clients, staff for reimbursements, providers, and other vendors, and recording the corresponding expenditures;
- Procurement card accounting and auditing;
- Pcard administration;
- Travel reimbursements;
- Maintaining the integrity of financial data in the Colorado Operations Resource Engine (CORE);
- CDHS Background Investigation Unit (BIU) accounting;
- Preparing 1099 adjustments;
- Compliance with requests for audit information and implementation of recommendations;
- Providing customer service, training, and mentoring to program personnel associated with accounting transactions and business processes;
- Assisting program personnel in the development of sound internal controls and/or accounting management;
- Providing timely and accurate reports and related information to all external constituencies;
Description Of Job
Job Assignment:
This position’s primary responsibility is to process and submit payment transactions in the CORE (Colorado Operations Resource Engine) system for all vendor invoices, petty cash reimbursements, and employee travel reimbursements, as well as maintain electronic files of completed payment documents and supporting documentation when required due to HIPAA. The position is responsible for taking steps to process payments timely. This position reconciles vendor statements and initiates related follow-ups with vendors to address discrepancies. A key function of this position requires accountability to review documentation for authority, completeness, receipt, and accuracy of information. This position is required to know and understand the State of Colorado fiscal rules, CDHS procedures, and regulations regarding processing payments to vendors. The position must have the knowledge and ability to discover errors when reviewing documentation submitted by the program when processing payments. This position receives feedback from various department personnel and promptly corrects data to ensure accuracy in processing. This position evaluates and corrects CORE system errors so transactions validate for submission. This position requires the ability to explain accounts payable procedures, rules, and regulations to non-accounting personnel.
Job Duties
- Receive and process payment requests for vendor payments, petty cash reimbursements, travel reimbursements, etc. to create accurate payment transactions in CORE and work to meet turnaround expectations.
- Reviews payment requests to ensure accuracy, appropriate documentation, and approvals per State and Department Fiscal Rules and policies.
- Determine if a payment request has discrepancies on the documentation or approvals and decide what action must be taken such as requesting missing or corrected documentation from the program and determining if the issue needs to be escalated to the supervisor or program accountant.
- Research the CORE vendor customer records to research payments, resolve payment processing errors, and identify other solutions.
- Prepare and review the Automated Transaction Submission (ATS) uploads to ensure payments documents will successfully upload into the CORE accounting system by accurately populating all the fields in the ATS upload spreadsheet, correcting fields with error messages on the upload spreadsheet, and reviewing CORE documents created following the upload.
- Respond to payment inquiries to the program or vendors and provide them with accurate and consistent information based on the payment process policies and procedures.
- Monitor rejected payment transactions and modify payment documents as requested by program accountants to facilitate timely payment.
- Reconcile vendor monthly statements, research outstanding invoices that have not been paid, and resolve discrepancies with vendors and programs.
- Decide on the appropriate communication to the program or vendor to clear statement discrepancies.
ACCOUNTING TECHNICIAN III (H8B3XX)
Experience Only
- Three (3) years of relevant experience in an occupation related to the work assigned to this position
Education And Experience
- A combination of related education and/or relevant experience in an occupation related to the work assigned equal to three (3) years
Three years of experience in an occupational field related to the work assigned to the position.
Desirable Skills And Competencies
- Ability to collaboratively problem solve in a positive and constructive manner to minimize negative personal impact
- Ability to develop constructive and cooperative working relationships with others, and maintain them over time
- One year or more accounts payable experience processing invoices and reconciling vendor statements
- Experience with a complex accounting software package such as CORE
- Customer service experience
- Excellent interpersonal skills
- Strong verbal and written communication skills
- Experience with presenting information and training others to use a process or system
- Ability to discuss and explain accounts payable processes at all levels of the organization
- Ability to adapt behavior and work methods in response to new information, changing conditions, or unexpected obstacles
- Ability to work independently or as part of a team, including communicating with peers and other professionals within and outside the agency to ensure payments and completion of work projects
- Basic math skills
- Ten-key calculator proficiency
- Data entry proficiency
- Microsoft Office Suite proficiency, particularly Excel
- Organizational Skills
- Basic filing skills
- Familiarity with basic office duties, e-mail, using copier fax, and scanner
- A pre-employment criminal background check will be conducted as part of the selection process as this position is deemed to have direct contact with vulnerable persons. Felony convictions, conviction of crimes of moral turpitude, or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges or convictions, it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges. Additionally, you will be required take a drug screen.
- Valid Colorado driver's license
If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination.
Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director's Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director's Administrative Procedures are available at www.colorado.gov/spb.
A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.
Any person with a disability as defined by the Americans with Disabilities Act (ADA) may be provided a reasonable accommodation upon request to enable the person to complete an employment assessment. To receive the accommodation, the person making the request must present medical documentation that describes the impairment which justifies the accommodation. Because it requires several days for CDHS to evaluate the request and prepare for the accommodation, it is essential for the person who believes he/she may need an accommodation to locate or obtain the documentation that he/she intends to submit well in advance of the assessment date. Failure to provide the medical documentation three days in advance of a comparative analysis could make it impossible for CDHS to prepare for and provide the requested accommodation. To request a reasonable accommodation for this assessment, please contact Bridget Clawson Braaten at 303-866-4373 or bridget.clawson@state.co.us or the contact listed on this announcement three days before the assessment date.
Supplemental Information
How To Apply
The Assessment Process
For additional recruiting questions, please contact gerald.barajas @state.co.us
Selection Process
Applicants are encouraged to attach a cover letter and resume to their application.
The selection process will consist primarily of a review of applications against the minimum and preferred qualifications of this position. Applications will be reviewed in comparison to all others in the applicant pool in order to identify a top group of up to 6 candidates who may be invited for a final interview. Depending on the size of the applicant pool, additional selection processes may be utilized to identify a top group of candidates. Applicants will be notified of their status via email.
Please be aware the application review is based solely upon the information provided in your application packet, especially the Work Experience and Supplemental Questions sections of your application. Therefore, it is imperative that you provide extensive detail in these sections of your application.
Note: Transfers, voluntary demotions and reinstatements are required to apply and participate in the selection process.
Former employees of the Colorado Department of Human Services (CDHS) who were disciplinary terminated or resigned in lieu of termination must disclose the information on your application and may not be eligible for employment at CDHS.
