CDA - Fruit & Vegetable Accounting Technician.

About the role

The work unit exists to provide upon request impartial, timely and statewide inspection and certification (as prescribed by federal guidelines) of commercial shipments of fresh fruits and vegetables, including food safety inspections and the performance of Good Agricultural Practices and Good Handling Practices (GAP/GHP) audits.

Responsibilities

• Fruit & Vegetable Accounts Receivable Database Program (FVARP): Utilizing a Computer With Custom Software And Calculator (ten Key), Compile, Verify And/or Correct Inspection Certificates And Inspection Contracts By Reviewing And Performing Mathematical Calculations (currently 30,000 Plus Certificates Annually).
• Create external customer accounts receivable by sorting, batching, coding and entering documents into computer data base (currently 250 plus external customers).
• Verify accuracy of data from printed reports which are balanced against batches created from custom computer software.
• Input external customer data into computer program and make changes as needed based upon information gathered from external customer, written correspondence, inspector and/or management reports.
• Create reports, summaries and lists for inspectors and management using (FVARP) data base program and Colorado Operations Resource Engine (CORE).
• Create new and maintain existing inspection files.
• Purge files in accordance with Fiscal Rules and Department policy.
• Review files for specific requirements at request of program manager and/or USDA Federal Supervisor personnel.
• Create spreadsheets and documents for Business Operations division using Microsoft Excel software, access CDA Intranet program and CORE program to post results and ensure receivables are accounted for and disbursements are appropriate and verified.
• Create aging reports and disburse statements to applicable external customers.
• Maintain inspection contracts for accuracy.
• Submit FV-218, FV-345, FV-346 data to United States Department of Agriculture (UDSA).
• Submit Good Agricultural Practices/Good Handling Practices (GAP/GHP) data to USDA and provide approved finalized data to external customers.
• Accounts Receivable: Setup new accounts creating computer and manual files. Assign account numbers and verify new account information. Prepare inspector files as required by policy and regulation. Prepare mailing labels and employee labels for easy access to unit and time management. Receive payments from external customers, either through mail or at the counter and apply to appropriate accounts in a timely fashion. Research data on accounts as requested by external customers. Balance and assemble checks received, deposit payments through Wells Fargo deposit program and code to appropriate cash funds, unit and department, submit to Business Operations division for deposit. Track for appropriate application to correct revenue account utilizing the CDA Intranet and CORE programs. Document, verify and track internal revenue transfers through correspondence from Phytosanitary data, program log and CORE program. Respond to inquiries on accounts receivable revenue by researching and evaluating accounts, documents and cash validations. Compile data for budget and fiscal department, prepare revenue balance reports by researching, reviewing and collecting data from monthly reports and correspondence.
• Accounts Payable: Order section supplies annually based on historical use and section requirements. Accept incoming USDA orders and verify accuracy prior to payment and signature on receipt. Submit through GAX documents in the CORE program, monthly expenditures of travel expenses for 34 plus employees, communications charges, postage charges and copy machine charges and verify appropriate postings to CORE program. Monitor vendor payments utilizing vendor disbursement history. Responsible for petty cash payments and accountability of cash box.
• Inspection Support: Timekeeping Database (UKG): Access program and input daily inspector timesheets, verify each daily slip for accuracy (average 27-40 employees). Review timesheets for program manager weekly approval, authorized to approve in program manager's absence. Create and maintain Standard Operating Procedures (SOP's) for section. Document, log, balance and verify leave balances for all employees by keeping accurate manual leave folders to balance against electronic versions. Notify, remind supervisors of use/lose leave balances for employees. Provide quarterly leave detail reports to all Fruit & Vegetable Inspection staff through UKG report. CORE (Colorado Operations Resource Engine): Access CORE program and prepare 27-40 GAX employee travel reimbursements requests twice monthly. Document appropriate auto numbering attached to each document, scan documents to be included in cloud feature to assist auditors with comparisons. Verify and submit telephone, copy machine and postage meter bills for payment. Track and verify final approval and completed payments. Verify and track proper postings of revenue and expenses to four separate Fruit & Vegetable Inspection revenue accounts. Notify the Business Operations department of discrepancies and track corrections. Monitor CORE program and provide requested revenue and expense reports to the program manager. Create and maintain Standard Operations Procedures (SOPs) for section.
• Phytosanitary Certificates: Review phytosanitary certificates for appropriate documentation, assemble and forward information to Plants Division. Log certificates sent against PCIT reports submitted monthly. Verify PCIT monthly reports for accurate section revenue and track correspondence from Plants Division to Business Operations section. Monitor CORE program for appropriate postings to respective revenue accounts.
• Office Support: Receive inspection requests via telephone and respond by dispatching appropriate inspectors based on location and allocated dispatch time frames. Create correspondence by compiling data and preparing appropriate forms, letters and documents. Review and verify expense requests/cash receipt to disburse petty cash to recipients. Compile petty cash documents for upper management approval and reimbursement from Business Operations department. File and maintain section records as required by department policy. Greet and assist external customers at counter. Provide research information for external customers upon request. Work directly with internal/external customers in the department to provide excellent service to our customers (Cashier, Business Operations, Plants, CPAC, etc).
• Perform employee orientations related to Fruit & Inspection office policies and functions.
• Continue to self-educate and share knowledge with others to ensure smooth operations.
• Perform custodial duties.
• Maintain preparedness procedures and files for an efficient and expedient exit from the workplace in the case of an emergency.

Qualifications

Must be a Colorado resident at the time of application. Position is not eligible for remote work, and must be willing to report to the office 5 days a week.