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Accounting Clerk III, Office of the Comptroller
Comptroller's Office
Vacancy number 301322
Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 01/19/23 Closes: 03/07/23
Salary: $37,418-$48,587
• excellent tuition remission benefits
• outstanding health benefits plans and rates
• 12+ paid holidays each year
• 28+ days of paid leave (not including the paid holidays) earned each year
• great retirement plan
Serving in the Office of the Comptroller, within the Division of Administration and Finance, this position primarily provides support to accounts payable functions. The key position responsibilities include serving as the main institutional contact for both internal and external accounts payable related inquiries. Analyzes each expense reimbursement to verify that the transactions are accurate and consistent with UBalt policies prior to them being processed in PeopleSoft (PeSo). Responsible for processing invoices into the financial system (PeopleSoft) and creating vouchers for payment. Processes and transmits daily Accounts Payable, Student Refund, GL and Vendor file loads to the R*STARS State GAD system. Performs purchase orders, receiving and invoice matching in the PeSo system. Runs pay cycle in the PeSo finance system. Prints and reviews trial register against invoices to validate vendor and payment information. Assists in providing appropriate training about the AP process to respective UBalt customers. Process checks from the Working Fund, Emergency Loan and Check Exchange bank accounts when necessary. Assembles and prepares payable transmittals and supporting invoices for supervisory review and approval. Test accounts payable transactions when necessary.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document (please make the file name short and without spaces or special characters) and attach it in the resume location. To apply, visit http://www.ubalt.edu/candidate_gateway/erecruit.html. Additional instructions below.
Key Functions/Responsibilities/Tasks:
Retrieves invoices submitted for payment via inter-office and external mail. Enters invoices in the PeopleSoft system. Matches invoices to POs, vouchers, and requisitions. Makes copies of all invoices for internal files and audit purposes. Prepares transmittals attached to original invoices and adding tape totals that agrees invoice total and transmittal amount. File invoice copies for easy retrieval. Runs pay cycle daily. Reviews travel reimbursement requests with supporting documentation and process for payment. Responds to invoice payment status requests from internal and external stakeholders. Responds to and liaise requests for additional payment documentation and/or information from various auditors.
Analyzes each expense reimbursement to validate accuracy and consistency with UBalt policies prior to them being processed in PeSo. Provides documented feedback to UBalt departments explaining why their transactions cannot be processed for payment as presented. Reviews R*STARS vendor information to ensure that address and other account information have been updated prior to payment processing. Processes and transmits daily file loads to the State GAD R*STARS system for payment. Checks status of payments in R*STARS and process stop payment requests in R*STARS and PeSo when applicable.
Maintains working fund, check exchange and emergency loan bank account balance. Submits working fund, check exchange and emergency loan check requests for approval to Comptroller or designee. Prepares working fund checks, once approved, for signature. Maintains working fund bank balance and process reimbursement payments from Annapolis. Updates and records all incoming checks to a department check log to address the audit concern of misappropriation of liquid assets. Responsible for vendor maintenance, this includes updating addresses and tax ID numbers by completing the appropriate State GAD 710 forms and sending the required documents to the State of MD for approval. Responsible for initiating stop payment requests as well as requesting checks to be issued from the State of MD undeliverable fund.
Assists in providing training about the Accounts Payable process to respective UBalt customers. Communicates with and assists State GAD Auditors to resolve AP issues. Initiates the monthly late invoice review process as mandated by the USM System Office. Documents and/or updates AP procedural manuals as deemed necessary. Processes Department Inter Departmental Transfer journals when necessary.
Serves as back up to process supply orders as requested. Processes P-card distribution and maintaining credit card log for department as needed. Assist with processing of the regular and contractual payroll on a needed basis. Provides copies of invoices as requested to support fixed asset recognition and perform other clerical duties as necessary.
Required Education: High School diploma or GED
Required Experience: Three years accounting clerical experience. General bookkeeping and mathematical knowledge. Additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.
Preferred Education: Baccalaureate degree in Accounting, Finance, Business or related field.
Preferred Experience: Experience working with PeopleSoft Finance or an integrated Enterprise Resource Product and /or State of Maryland systems. (R*STARS, FMIS, and TSO).
Required Knowledge, Skills and Abilities:
Strong computer software skills. Experience working with Microsoft Office. Strong organizational skills. Excellent written and oral communication skills. Ability to work collaboratively to meet common goals and objectives. Capacity to evaluate and suggest enhanced processes and procedures that maximize efficiencies. Ability to work as necessary to meet critical deadlines.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt Vacancies
The Candidate Gateway system serves as your connection to The University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UBalt’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUB: use the internal applicant link, log into MyUB, then click the “View or Apply for Job Positions” link on the left.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.