Accounting Technician

St. Mary's University•San Antonio, TX

13h•Onsite

About The Position

The Accounting Technician supports the finance department with daily accounts payable and accounting operations. The position ensures the timely processing of transactions, maintenance of vendor relationships, and supports the accurate record keeping and compliance with financial policies. ESSENTIAL DUTIES AND RESPONSIBILITIES: Manages the University's credit card program (via financial institution portal). Handles the processing of new card requests, setting up new users in the system, and assisting with credit limit changes. Manages the credit card transactions, employee travel reports and reimbursement requests using travel and expense management system (AmTrav and Emburse). Maintains database to track and monitor submission dates against deadlines. Acts as the primary administrator for expense management system (Emburse). Adds/deletes users, initiates program changes, and creates service tickets. Provides assistance and training on the travel and expense management system. Audits employee credit card transactions, verifies required documentation and receipts, and ensures compliance with business guidelines. Receives, reviews, and processes vendor invoices and expense reports for accuracy, documentation, and approval. Prepares and processes payment runs (checks, ACH, and wires). Monitors payment schedules to ensure timely disbursements and resolve any discrepancies. Processes and manages vendor records and ensure proper entry into the financial system. Validates and maintains records and resolves issues. Investigates variances, and supports month-end and year-end closing activities. Reviews and processes employee travel reimbursements, and non-travel expense reimbursements to ensure compliance with policy. Works with departments to resolve missing approvals, coding issues, or invoice discrepancies Generates reminder emails and notifications to noncompliant employees of consequences for missed deadlines. Escalates issues to appropriate leadership. Generates reports, inputs data into automated systems, conducts specialized research and responds to inquiries. Assists with overseeing the distribution and execution of tasks assigned to student workers. Acts as back-up for the Accounts Payable Coordinator. Maintains office supplies (checking supply levels, anticipating needed supplies, placing orders and verifying receipt of supplies) Performs other duties as assigned.

Requirements

High school diploma or GED required
Two (2) years of experience in accounting, accounts payable, customer service, or similar experience
Must clear and maintain a favorable background investigation and clearance
Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
Must have the ability to demonstrate basic to intermediate skills in MS Office (Word, Excel, and Outlook)
Must have the ability to demonstrate intermediate to advanced level skills in MS Office (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom, and applicable case management software.
Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university
Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team
Must have ability to demonstrate attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines

Nice To Haves

E xperience with enterprise resource planning system (Banner), travel and expense management system (AmTrav, Emburse) or similar software, and/or higher education experience is preferred
Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

Responsibilities

Manages the University's credit card program (via financial institution portal).
Handles the processing of new card requests, setting up new users in the system, and assisting with credit limit changes.
Manages the credit card transactions, employee travel reports and reimbursement requests using travel and expense management system (AmTrav and Emburse).
Maintains database to track and monitor submission dates against deadlines.
Acts as the primary administrator for expense management system (Emburse).
Adds/deletes users, initiates program changes, and creates service tickets.
Provides assistance and training on the travel and expense management system.
Audits employee credit card transactions, verifies required documentation and receipts, and ensures compliance with business guidelines.
Receives, reviews, and processes vendor invoices and expense reports for accuracy, documentation, and approval.
Prepares and processes payment runs (checks, ACH, and wires).
Monitors payment schedules to ensure timely disbursements and resolve any discrepancies.
Processes and manages vendor records and ensure proper entry into the financial system.
Validates and maintains records and resolves issues.
Investigates variances, and supports month-end and year-end closing activities.
Reviews and processes employee travel reimbursements, and non-travel expense reimbursements to ensure compliance with policy.
Works with departments to resolve missing approvals, coding issues, or invoice discrepancies
Generates reminder emails and notifications to noncompliant employees of consequences for missed deadlines.
Escalates issues to appropriate leadership.
Generates reports, inputs data into automated systems, conducts specialized research and responds to inquiries.
Assists with overseeing the distribution and execution of tasks assigned to student workers.
Acts as back-up for the Accounts Payable Coordinator.
Maintains office supplies (checking supply levels, anticipating needed supplies, placing orders and verifying receipt of supplies)
Performs other duties as assigned.