FINANCIAL SPECIALIST ACCOUNTS PAYABLE

Description

We are excited to announce an opening for the position of Financial Specialist at the Idaho State Historical Society!

Be a part of an organization that makes history every day. This outstanding opportunity allows you to blend your passion for history with your expertise in finance and accounting by joining a highly motivated team in a fast-paced environment dedicated to inspiring, enriching and engaging all Idahoans by leading the state in preserving, sharing, and using history and cultural resources relevant to today to inform and influence the future.

The Accounts Payable Financial Specialist performs professional level duties involving accounting, internal document auditing and review, financial analysis, and financial reporting. Additional duties include contact with customers internally and externally to explain agency and related financial business practices, respond to inquiries, and resolve professional accounting related issues focused on the agency Accounts Payable, agency contracts, memorandums of understanding, and memorandums of agreement. Implicit in the Accounts Payable position is oversight and management of all AP, including specialized financial review, specialized financial record keeping of complex financial documents, responsibility ensuring compliance with laws, rules, and policies, and applicable records retention; and performs related work. This position provides agency wide guidance and training on best practice for incoming and other agency professional and/or support staff related to AP, use of accounting applications, and use of both agency and statewide contract use. The Accounts Payable Financial Specialist is expected to consistently provide outstanding customer service to the community and the staff and enhance the stewardship of the agency.

The position is located in our headquarters on Old Penitentiary Road surrounded by the Old Idaho Penitentiary historic district with easy access to the Idaho State Archives and the treasured historic site, the Old Idaho Penitentiary as well as other historic and cultural institutions, hiking and biking trails, and the Boise River Greenbelt. A perfect setting to marry your love of history with your professional skills!

Applications will be accepted through 4:59 PM MST on the posting end date. 

REPORTING RELATIONSHIPS

The Financial Specialist reports to the Financial Specialist Principal at the ISHS.

DUTIES & ESSENTIAL JOB FUNCTIONS

Monitor, evaluate, code, and process Accounts Payable, State Purchase Card purchases, and travel requests and expense reimbursement to ensure compliance with laws, regulations, and policies. 

• Process accounts payables through the state of Idaho accounting Enterprise Resource Planning (ERP) system, Luma.
• Examine each invoice for billing accuracy and compliance.
• Work with administrators to ensure proper cost account distribution for expenditures.
• Aid and training administrators on payment review and approval in Luma.
• Maintain scanned invoices and backup documents for complete files.
• Maintain vendor files to assure completeness of current contracts or agreements.
• Ensure current W9’s on file for vendors.
• Identify all expenditures related to grants.
• Obtain proper approvals on all grant expenditures from the grant accountant.
• Review Community Enhancement Grants (CEG) and Certified Local Government Grants (CLG) to verify completion and accuracy for payment processing.
• Work on enhancing communication with internal and external customers.
• Review for completeness and accuracy, and process employees travel requests and travel expense reimbursement request in the Luma Expense Management (XM) application in accordance with State Travel Policy assuring all expenses are appropriate, needed documentation is attached, and all required levels of approval have been met.
• Maintain documentation via an Excel spreadsheet to cross reference state purchase card, direct bill, and XM charges for employee travel to assure costs are accurately documented.
• Maintain employee travel files to assist with specialized reporting and audit support.
• Track complex travel credits and refunds.
• Build ad-hoc reports partnering with ISHS Administrators and Financial Specialist Principle utilizing SCO applications and Excel for accounts payable aging monitoring, Expense Management tracking and reporting, and P-Card management and workflow maintenance.
• Assist in training individuals and workgroups in understanding and completing travel requests and travel reimbursements in the Luma XM application.
• Monitor and follow up with employee completion XM.
• Assist and advise employees to be better stewards of state funds.

Analyze, assist, and process Purchasing requirements to ensure compliance with laws, regulations, and policies.

• Review and audit contracts, memorandums of understanding, and agreements for efficiencies and cost saving analysis.
• Team with appropriate parties to write specifications and scope of work for new or expiring contracts.
• Research and recommend qualified vendors.
• Make requests for written quotes on purchases within delegated authority.
• Work with ISHS team and representative at the Division of Purchasing for purchases over delegated authority.
• Assists in negotiating contracts.
• Assist, review, and contribute to writing contracts, memorandums of understanding, and professional service agreements.
• Work on enhancing communication with internal and external customers.

Maintain and enhance internal controls for ISHS to ensure compliance with laws, regulations, and policies.

• Ensure data entry is accurately entered into all Agency and State computer applications.
• Audit and reconcile vendor accounts.
• Work with fiscal team to close out fiscal year end including processing Executive Carry Forwards.
• Cross train in fiscal office responsibilities.
• Coordinate with grant accountant to gain more knowledge of the grant process and accounting requirements.
• Work on enhancing communication with internal and external customers.
• Work to enhance the internal controls for all Agency and State computer applications.

Other Functions and Responsibilities  

• Provide backup to phone coverage.
• Provide backup opening and processing daily mail.
• Provide backup to daily pick up of deposits from workgroups and banking.
• Provides support for Accounts Receivable Financial Specialist.
• Performs other duties as assigned.

MNIMUN QUALIFICATIONS  

 Good knowledge of: Accounting principles and practices MQ Specialties: Some positions may require auditing coursework or experience working as an auditor.

Benefits:

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.* 

EEO/ADA/Veteran:

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email [email protected].

Preference may be given to veterans who qualify under state and federal laws and regulations.