Job Information
State of Colorado Accountant II Team Supervisor - State Fleet Management in Denver, Colorado
Accountant II Team Supervisor - State Fleet Management
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Accountant II Team Supervisor - State Fleet Management
Salary
$5,302.00 - $5,567.00 Monthly
Location
Denver, CO
Job Type
Full Time
Job Number
AAA-05389-092524
Department
Department of Personnel & Administration
Division
Division of Capital Assets
Opening Date
10/01/2024
Closing Date
10/10/2024 11:59 PM Mountain
FLSA
Determined by Position
Type of Announcement
This position is open only to Colorado state residents.
Primary Physical Work Address
State Fleet Management 1001 E. 62nd Ave., A-18 | Denver, CO 80216
FLSA Status
Exempt; position is not eligible for overtime compensation.
Department Contact Information
Heather Siegal heather.siegal@state.co.us
How To Apply
Please submit an online application for this position at https://www.governmentjobs.com/careers/colorado. Reach out to the Department Contact to apply using a paper application, including any supplemental questions. Failure to submit a complete and timely application may result in the rejection of your application. Applicants are responsible for ensuring that application materials are received by the appropriate Human Resources office before the closing date and time listed.
Description
Benefits
Questions
Department Information
This position is only open to Colorado state residents.
Thank you for your interest in working for the State of Colorado. Join us and find meaningful work in public service to our state and its residents, helping to make Colorado a great place to live and work in. Please watch the short video below for tips on applying.
Apply for a job with the State of Colorado (https://www.youtube.com/watch?v=vUwZiY6G24U&feature=youtu.be)
To learn more about what happens after you apply for a position with the State of Colorado, please watch the short, informative video
What Happens After You Apply (https://youtu.be/Bevm6F3LfBM)
Committed to Diversity - We foster a workforce that is reflective of the communities we serve. If you’re looking for a place where you can be your authentic self at work and celebrate the uniqueness of those around you, then we want to talk to you! State of Colorado employees were asked to reflect on their experience with equity, diversity, and inclusion. Click here to learn more about their experiences
Colorado For All - Colorado Employees Reflect on Equity, Diversity, & Inclusion (https://www.youtube.com/watch?v=eAPo-IRsOZU&t=3s)
The Department of Personnel & Administration (DPA) is the foundation for dependable state government, leading with responsiveness, integrity, and teamwork. We provide services to other government agencies and all Coloradans by taking bold initiative toward a government with engaged employees, innovative solutions, and constructive partnerships.
DPA provides a wide range of programs and services, from custodial & maintenance to financial and human resources support, which assist other state agencies in fulfilling their missions. At DPA, there are countless opportunities to contribute to meaningful work that supports and serves the people of Colorado. The wide variety of positions in DPA allow individuals to learn about state operations and provide for long-term career growth.
If your goal is to build a career that makes a difference and build greater public confidence in good government, consider joining the dedicated people of the State of Colorado; it's a chance to combine your expertise with public service. Our professionals strive to support state government and the residents of Colorado. Customer service is a key component for every position in state government as is the focus on ideas and ways to redesign the delivery of services in making state government more.
Good Government Starts Here!
Why We Want You:
We want your expertise, positive energy, drive to succeed, and love of this great state as we work to elevate the expectations Coloradans have of their government.
What You'll Get From Us:
In return for the skilled work you do, DPA provides a competitive compensation and benefits package to accompany employment opportunities. Please see the Benefits Overview video (https://www.colorado.gov/pacific/dhr/benefits) for details on the benefits offered to employees.
Description of Job
This position approves and completes payment documents for all invoices related to repairs and maintenance, fuel, accidents, tires, glass, asset procurement and other non-vehicle expenses. Reviews invoices for completeness and researches and resolves any problems found on invoices. All invoices must be matched to authorized and non-authorized work, discrepancies resolved with authorizations call center and fuel billing reconciled to ensure private vendors and State agencies (approx. 2,000) are paid on time. Maintains vendor information to ensure proper payment.
Reconcile and synchronize Trust payments with agency lease payments; research other financial related issues. Position ensures that all transactions for payment are properly recorded in the Fleet Management Information System (FMIS) and then interfaces with the CORE system keeping both applications reconciled.
Position interacts with Division support staff and Department controller on various payment issues. Communicates, explains, and creates job documentation for aspects of fleet operations to vendors seeking payment for services.
This position supervises the accounting team, which includes writing performance evaluations, coaching, training staff on operational activities and interpersonal expectations and monitoring work volumes and trends.
A summary of the duties and responsibilities will include, but are not limited to, the following:
Accounts Payable and Receivable
Position verifies vendor data from the invoice to FMIS authorization to ensure proper payment. Approves and disapproves payment by reviewing invoiced amounts based on the services provided. Enters the proper accounting coding e.g., agency, organizational unit, and funding into FMIS and uploads to CORE.
Serves as quality control monitor to correct errors made by data (invoice) entry function. Balances invoices to the billed amount and enters CORE documents for payment and to bill other state agencies.
Processes payables for non-FMIS items (phone bills, magazines, etc.). Reconciles invoices not automatically reconciled between FMIS & CORE.
Reconcile lender invoices which detail principal and interest payments for vehicles, may require checking over 600 vehicle amortization lines of detail in both automated and manual formats.
This position maintains the vendor table with accurate payment information so that vendor payments are interfaced into CORE correctly. This ensures that payments are sent to the correct vendor/location and reduces lost payments.
Uses Financial Services, CARS the current FMIS and CORE rules and guidelines, while researching invoices to respond to issues/questions from vendors e.g., missing invoices, bills that were denied payment etc.
Answers inquiries pertaining to payables: loan payments, accidents, maintenance and repair authorizations (private and state garages), fuel and miscellaneous payables.
Assists with the coordination of setting up national accounts.
Monitors reconciliation issues regarding Trust.
Maintains a file to assist with data comparison between CARS and Trust.
Record research required to resolve differences. Provides recommendations to management with procedural solutions to eliminate future problems. Communicates with DPA staff to process any CORE items that this position does not have the security level or approval authority to complete independently.
Reporting and Reconciliation
Reporting and Reconciliation - Assembles report that lists invoices approved for payment and audits monthly invoice status reports to monitor any purchase orders submitted by Fleet in which no invoice has been received. Position will notify the vendor of any outstanding or incorrect invoices.
Provide a report through FMIS for vehicle loan reconciliation and resolve discrepancies prior to payment. Submit to management reports of payable activity and trends as defined/requested by Fleet management.
Determines what should be booked for payables to Fleet budget by making sure there is enough money in Fleet expenditures to cover outstanding invoices. Supplies to DPA a report of pending monthly expenses which have either been authorized but not invoiced or estimated from historical data and not invoices.
Run monthly depreciation and vehicle inventory and provide summary report of activity to assist DPA Administration in reconciling FMIS to CORE.
Authorizes payments to Trusts to ensure assets are processed out of the correct Trust and payments are reconciled.
Researches any vendor or stakeholder requests for payment status and history, and resolves any discrepancies. Research out-of-line expenses by monitoring and analyzing trends (seasonal and operational) that appear to be abnormally high or low and report findings to the manager.
Supervision of Accounting Team
Coordinate monthly Greening State Government Rebate program by developing reports that detail agency progress on reducing petroleum consumption. Data must be compared to previous year consumption by agency and vehicle types to determine if rebate payouts succeed.
Must coordinate all rebates issued with agency controllers to ensure rebates are properly sent with accurate CORE coding.
Supervision of Accounting Team - Coordinates and monitors the work flow of the accounting team including, but not limited to, the performance of invoice processing including researching incomplete invoices and statements, pre and post billing actions, transfers, coding changes and monthly reconciliation. Grant leave and submit time sheet for 2 subordinate FTE, provide performance evaluations and the overall team-building required for an effective operation.
Clarify requirements and processing procedures for vendors, state agencies, and internal staff. Identify and support financial procedures for FMIS within the financial guidelines for staff interaction and programmers (programming requirements), and coordinate invoice payable processing (outlining the critical steps) for authorization call center, invoice data entry, payable clerk, or administrative personal performing electronic upload.
Act as point of contact for account payable/receivable personnel who do on-line entries to Fleet which include accounts payable/receivable staff, State employees working in outside garages, any agency that loads information into CARS and any other Fleet staff members that would process vendor invoices for payment.
Direct contact with DPA Administration in setting up invoices for payment approval.
Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights
*A Human Resources Analyst will only review the work experience/job duties sections of the online job application to determine whether you meet the minimum qualifications for the position for which you are applying. Cover letters and resumes WILL NOT be accepted in lieu of the official State of Colorado online application, but may be attached. Applicants must meet the minimum qualifications to continue in the selection process for this position. Work experience and qualifications must be specifically documented on your online application. Do not use "see resume" or "see attached" statements on your application. Resumes WILL NOT be reviewed for minimum qualification screening. If it is determined that you meet the minimum qualifications, your application will also be used as part of the comparative analysis process to identify a top group for further consideration.
Residency Requirement
This posting is only open to residents of the State of Colorado at the time of submitting your application.
Class Code & Classification Description
H8A2XXACCOUNTANT II (https://drive.google.com/file/d/0BwUD9Bt4G-21UlpqdF82WGg5elk/view?usp=sharing&resourcekey=0-EvJRYMjdcPVijH80Aym2KQ)
MINIMUM QUALIFICATIONS
Experience Only:
Six (6) years of relevant experience in an occupation related to the work assigned to this position
OR
Education and Experience:
A combination of related education (coursework requires 27 semester hours completed in accounting or auditing) and/or relevant experience in an occupation related to the work assigned equal to six (6) years
Current, valid licensure as a CPA by the Colorado Board of Accountancy will count for six (6) years of the requirement
The exceptional candidate will possess the proven ability or accomplishment in the following preferred qualifications:
Previous State Service related to the work assigned to the position
Experience using spreadsheet as an analysis tool
Highly capable of multi-tasking and effective time management
Detail oriented with organization skills
Excellent customer service
Excellent written and oral communication
Some supervisor experience
Conditions of Employment:
A pre-employment criminal background check will be conducted as part of the selection process.
Must have and maintain a valid Colorado Driver's License
Comparative Analysis Process The comparative analysis process for this position may
consist of a structured application review, an online assessment and a structured interview.
Note This posting may fill more than one vacancy.
Appeal Rights
An applicant who has been removed from an employment list or removed from consideration during the selection process may request a review by the State Personnel Director.
As an applicant directly affected by the results of the selection or comparative analysis process, you may file a written appeal with the State Personnel Director.
Review of the completed, signed and submitted appeal will be timely on the basis of written material submitted by you, using the official appeal form signed by you or your representative. This form must be completed and delivered to the State Personnel Board by email at dpa_state.personnelboard@state.co.us within ten (10) calendar days from your receipt of notice or acknowledgement of the Department’s action.
For further information on the Board Rules, you can refer to 4 Colorado Code of Regulations (CCR) 801-1, State Personnel Board Rules and Personnel Director's Administrative Procedures, Chapter 8, Resolution of Appeals and Disputes, at spb.colorado.gov/board-rules .
Supplemental Information
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Accommodations : The Department of Personnel & Administration is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our ADAAA Coordinator, Heather Siegal heather.siegal@state.co.us
The State of Colorado offers permanent employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for detailed information: www.colorado.gov/pacific/dhr/benefits
Please note that each agency's contact information is different; therefore, we encourage all applicants to view the full, official job announcement which includes contact information and class title. Select the job you wish to view, then click on the "Print" icon.
01
This position requires Experience Only: Six (6) years of relevant experience in an occupation related to the work assigned to this position OR Education and Experience: A combination of related education (coursework requires 27 semester hours completed in accounting or auditing) and/or relevant experience in an occupation related to the work assigned equal to six (6) years Current, valid licensure as a CPA by the Colorado Board of Accountancy will count for six (6) years of the requirement Do you meet this qualification?
Yes
No
02
If you selected yes, please tell us about your qualifying education or equivalent experience here, including names of organization and dates of service.
03
Per the requirements of the Step Pay Program implemented on July 1, 2024, any State employee must be paid a rate that is equal to or greater than the appropriate step pay rate within their classification's pay range based on completed years in their current class series as of June 30. All current and former State employees must ensure that your entire work history within the State Classified System, including at Institutions of Higher Education, is indicated in your application so that your time-in-series can be calculated accurately. If you are a current State of Colorado employee, please list all State of Colorado Departments or institutions of Higher Education for which you have worked for and your Employee ID (if known):
04
If offered this position, is the salary listed acceptable to you?
Yes
No
05
Please describe how you learned of this job opening.
Required Question
Agency
State of Colorado
Address
See the full announcement by clicking
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Website
https://careers.colorado.gov/
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