Staff Accountant, Accounts Payable & Tax

About the role

The Staff Accountant, Accounts Payable & Tax Division works within the Finance and Administration Department of the Business Office. This position is exempt and earns an annual salary range of $50,000.

Responsibilities

• Review and approve vendor invoices and non-invoice payments.
• Evaluate transactions to ensure validity of vendor claims on University assets while complying with all applicable legal and institutional requirements.
• Identify, investigate and work with Procurement, University departments, and vendors to resolve problems related to vendor payments and ensure timely payment of invoices.
• Review and approve travel reimbursement requests and travel card transactions according to established standards.
• Aid travelers with questions about the travel expense reconciliation process, eligibility of expenses, and documentation requirements.
• Reconcile and record procurement and travel card transactions.
• Review procurement card exception reports.
• Confirm transactions comply with established standards.
• Verify accuracy and completeness of information.
• Consult with cardholders and financial managers to resolve discrepancies.
• Ensure proper identification, coding, and withholding for payments subject to federal or state income taxes associated with invoices, direct pays and payment notifications.
• Analyze payment documents including invoices, direct pays, and payment notifications to confirm that recipients of 1099, 1042, or W-2 reportable benefits have been identified and provided to manager of accounts payable and tax accounting to satisfy University tax filing and payment obligations.
• Anticipate and identify problems, issues, obstacles and opportunities occurring with vendors and University departments; develop and implement effective and timely resolutions.
• Maintain positive working relationship with constituencies.
• Identify recipients of prizes, awards or gifts reportable on Form 1099, 1042 or W-2 and provide to manager of accounts payable and tax accounting to satisfy University tax filing obligations.
• Administer procurement card software.
• Communicate important information to cardholders, proxies and financial managers related to monthly statements, allocation due dates and program announcements.
• Provide timely responses to questions from cardholders, proxies or financial managers about transactions.
• Reconcile vendor statements to accounting information system.
• Contact vendors to request missing invoices or resolve discrepancies when necessary.
• Monitor outstanding cash advances and reconcile monthly.
• Evaluate receipts for conformance with reimbursement standards.
• Prepare journal entries to record expenses and settle advances when necessary.
• Reconcile assigned tax liability accounts monthly.
• Identify and resolve variances.
• Prepare various tax filings (such as Form 990-T, 1042, ST-103, RP-11, and county innkeeper’s tax) and associated payments to the appropriate federal, state, or local taxing authorities as required.
• Submit to manager of accounts payable and tax accounting for review and approval.
• Analyze accounting reports to identify business activities of the University which may create tax obligations.
• Collaborate with accounting contacts, departments and financial managers to promote compliance with applicable tax regulations.
• Promote enrollment in ACH payment program for vendors.
• Analyze payment documents including invoices, direct pays, and payment notifications to identify expenses which meet criteria for accrual or deferral across fiscal years.
• Ensure expenses are recorded in proper fiscal period.
• Prepare associated journal entries when necessary.
• Aid Manager of Accounts Payable and Tax Accounting with issuance of Form 1099-MISC, 1099-NEC, 1099-K and to all qualified vendors and prepare information for transmission to Internal Revenue Service annually.
• Research issues related to tax reporting, withholding, and filing obligations.
• Work with appropriate Business Office units and University departments to promote compliance with applicable regulations.
• Assist with preparation and posting of journal entries to record vendor rebates received in the form of gift cards and gift certificates.
• Track use of rebates and prepare entries to recognize expense when redeemed.
• Submit journal entries as needed to record or adjust tax liability balances and correct accounting distribution of previously approved invoices.
• Scan and/or import accounts payable documents and index in Banner Document Management system.
• Maintain current knowledge of tax regulations, Generally Accepted Accounting Principles, and University accounting procedures.

Qualifications

• Bachelor's degree in accounting.
• A combination of education and experience may be considered.
• Strong technical accounting skills.
• Proficiency in financial reporting and analysis, including an aptitude for accounting information systems.
• Strong oral and written communication skills with a demonstrated ability to effectively convey financial information to diverse audiences in various academic and administrative units.
• Working knowledge of word processing, spreadsheet, and electronic mail programs.
• Attention to detail and strong problem-solving skills.
• Ability to efficiently analyze and process transactions, apply and interpret policy and make independent judgments.
• Effective relationship skills for interacting and problem solving with a diverse group of University and external parties.
• Excellent organization skills in addition to the ability to coordinate multiple tasks, determine priorities, set deadlines, and complete projects.
• Ability to work independently with minimal supervision while also functioning as a team.

Skills

• Strong technical accounting skills.
• Proficiency in financial reporting and analysis.
• Strong oral and written communication skills.
• Working knowledge of word processing, spreadsheet, and electronic mail programs.
• Attention to detail and strong problem-solving skills.
• Effective relationship skills.
• Excellent organization skills.
• Ability to work independently with minimal supervision.

Benefits

The University of Southern Indiana offers a comprehensive benefits package including:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• A retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
• A full tuition fee waiver for employees/75% for spouses and dependent children.
• Vacation and sick time.
• Holiday pay.
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

Pay

$50,000 annually

Schedule

Standard office hours are Monday through Friday, 8:00 a.m. – 4:30 p.m. Irregular work hours required to complete administrative duties. Occasional travel may be required.