Title: Accounts Payable Accountant (Wage No Benefits) DSPW0170, DSPW0632

State Role Title: Financial Services Specialist I

Hiring Range: The wage rate is negotiable from $28.18 and commensurate with experience.

Pay Band: 4

Agency: Department of State Police

Location:North Chesterfield, Virginia

Agency Website:vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia State Police is seeking to hire a part-time wage Accountant at the Virginia State Police Headquarters in North Chesterfield, Virginia. This position supports the Accounts Payable team within the Property and Finance Division of Virginia State Police. The position will work with the processing agency expenditures, travel reimbursements, and other payable processes. The position will provide the incumbent to work with a diverse group who are very engaging and possess positive approach to their work activities. The assigned job responsibilities of this position need to be performed in accordance with Department of Accounts CAPP Manual policies and procedures as well as Agency internal policies. Experience providing excellent customer service is a plus, as this position often requires interactions with our internal and external customers.

We are seeking to expand our diverse team of change makers and innovators. As a member of the Virginia State Police family, you would make a difference by serving every city, county, town, resident, and visitor of the Commonwealth through supporting our vast public safety mission. Challenge yourself to make a difference today by applying for a career with the Virginia State Police!

Established in 1932, the Virginia State Police has grown to be the largest police department in the Commonwealth of Virginia. As the mission of the Department has continued to expand, our workforce continues to grow. We embrace our tradition of professionalism and excellence, and we are excited for our future as we continue our journey to become best in class. We are firmly committed to our family-like culture and are seeking to expand our diverse team.

In addition, the Virginia State Police supports its personnel through a comprehensive, holistic Wellness Program. From our Therapy Dog, Piper, to full-time peer support, our wellness staff teaches and coaches "cognitive fitness" for all employees every step of the way. Our Wellness Program fosters a welcoming, peer-oriented, inclusive environment with the resources to support our employees throughout their entire VSP career. We are committed to providing the best so you can be at your best!

Contact Human Resources for additional details.

•Performs a variety of file maintenance, dispersion, and retention for financial documents to include, but not limited to, the scanning and proper electronic filing of vendor payments; Agency to Agency transfers; travel reimbursements; petty cash reimbursements; petty
cash payments; revenue reimbursements; and to complete (closed) purchase orders.
•Purges documents based on the Library of Virginia's destruction schedule.
•Disperses requested documents to other departments (example: Grants, Seized Assets, Fixed Assets, Budget, and Accounts Receivable) as needed.
•Ensures interaction with internal and external customers is handled professionally, respectfully, and with courtesy when discussing financial processes or other issues.
•Ensures customer requests and inquiries are handled in a timely and professional manner following through to resolution.
•Demonstrates initiative and innovation in supporting the Department's mission, goals, and objectives through activities, which sustain and enhance excellence in customer service, and commitment to public safety.
•Completes complex monthly processing of Mansfield and Quarles gasoline purchases in accordance with policy and procedure.
•Reviews and analyzes documents prior to processing to ensure compliance; and to reach out to the appropriate personnel requesting additional information or missing documents when deemed necessary.
•Analyzes expenditure documents and performs complex processes for posting of the Department's financial expenditure obligations in VSP's internal automated financial system, OEBS (Oracle) and the State Accounting System (Cardinal) for data upload.
•Processes documents timely and accurately to ensure timely processing of invoice payments necessary to complete the daily uploads to Cardinal and to meet Prompt Pay due date requirements.
•Utilizes and analyzes desktop Oracle E-Business Suite (OEBS) Help document and job aides provided by Cardinal to process entries and to perform various tasks within the system to ensure data integrity.
•Provides recommendations to OEBS help document as required for documenting of practices and Department internal controls.
•Maintains clear understanding and knowledge of accounting principles to ensure system data integrity.
•Analyzes travel expenses to ensure compliance with CAPP and internal policies timely within five business days of receipt by Property and Finance including required approvals.
•Ensures all travel expenditure vouchers are coded correctly to Budget.
•Communicates promptly with traveler's calculation errors or non-compliance issues and provides problem resolution.
•Serves as Department subject matter expert for travel policy interpretation and guidelines as outlined in State, Federal, and Department policies and procedures.
•Reports to finance management any excessive or unjustified expenditures and/or incidence(s) of non-compliance.
•Ensures travel reimbursement requests have required documents in accordance with Department policy and procedure.
•Safeguards Department issued credit card with high level of integrity to ensure only authorized transactions post to the account.
•Analyzes expenditure transactions to ensure compliance with CAPP Manual and VSP Policy and guidelines to include appropriate approvals granted for each payment.
•Processes payments timely to ensure 95% Prompt Pay compliance as required by the Department of Accounts (DOA).
•Reconciles monthly charges to the appropriate bank statement and prepares a spreadsheet to include in monthly allocation journal.
•Addresses reconciliation items promptly with the vendor and any monies overcharged should be returned.
•Completes audit trail on all transactions.
•Completes small purchase charge card reconciliation timely and accurately including all supporting documentation to support findings.
•Works as a team to accomplish training goals.
•Takes responsibility to work with other staff members to learn their duties to have skills necessary to fill in while they are out or when the workload gets heavy.
•Cross trains within Accounts Payable Unit to support Department workload needs.

Minimum Qualifications

•Working knowledge of Generally Accepted Accounting Principles (GAAP); Commonwealth of Virginia payment practices and policies; Accounts Payable function; and the recording and auditing of financial transactions for compliance with state and Department policies, procedures, and regulations.
•Skill in the use of personal computers and using Microsoft Office applications; and in using a 10-key adding machine. •Demonstrated ability to research, investigate, accurately analyze, evaluate and reconcile financial data; to understand chart of accounts and expenditure coding; to organize and prioritize work responsibilities; to communicate effectively orally and in writing with internal and external customers; to manage Department issued credit card with integrity; to work independently and as team member; to analyze, comprehend and apply State Commonwealth Accounting Policies and Procedures (CAPP) Manual compliance regulations and other written policies; and to pay attention to detail.
•High School diploma or equivalent.

Additional Considerations

•Experience using ORACLE E-Business Suites and the Commonwealth's software applications, such as Cardinal preferred.

Special Instructions

A BACKGROUND INVESTIGATION SHALL BE REQUIRED OF EACH SELECTED APPLICANT

Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s), to include pre-employment testing, a presentation and/or a work sample, if applicable; salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable. The anticipated duration of the pre-employment process is determined by the successful completion of the above items.

Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at https://jobs.virginia.gov and must be received by 11:55 P.M. on May 27, 2024. Please limit resumes to four pages and cover letters to one page. Any additional attachments received in excess of this will not be considered.

PageUp provides a confirmation of receipt of your application, resume and/or cover letter submitted successfully. Please refer to your PageUp account to check the status of your application for this position. For questions, please contact the Employment Unit of the Human Resources Division at civilianemployment@vsp.virginia.gov.

The Department of State Police is an Equal Opportunity Employer. Our policy is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual's race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity or expression, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, parental status, political affiliation, or any other categories protected by applicable federal, state or local laws.

REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST

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