NEW JOB OPENING
ACCOUNTING CLERK
IN Saint Paul, MN, USA!

Education:

• HS Diploma or equivalent



Required Skills:

• Organizational skills are essential.

• Due to the amount of contact internal and external customers, it is necessary to have good communication and human relations skills.

• A good working knowledge of generally accepted accounting practices and Agency account structure is necessary to understand the cause and effect of accounting transactions within the state accounting systems and the Agency.

• Additional knowledge necessary for the efficient performance of this job includes general business office processes and procedures, spreadsheet skills, and experience in interpreting bargaining agreements.

• This individual must also be familiar with a variety of equipment such as calculators, copiers, and various computer applications, in addition to keeping up their knowledge base by attending training offered.

• Problem-solving in this position will primarily consist of correcting or reformatting information used in the payment of employee business expenses.

• The ongoing consistent application of procedure and policy will make it so that this person will encounter inaccurate, missing, or unclear financial information on expense-related documents, which will require questioning various individuals to determine a course of action for correction in a timely manner.

• Additionally, this person must be able to utilize creative problem-solving skills at times to address issues related to expense reimbursement that are not always covered within union contracts.

• There are times this individual will need to consult with staff to resolve expense reimbursement issues for the types of problems that are encountered.



This position exists to provide accounting support for employee expense reimbursements in the Procurement Unit of Financial Management. The position functions as the In-State Agency Travel Coordinator and backs up the Agency Travel Coordinator. The primary responsibility for this position is to audit the in-state travel employee expense reimbursements in Employee Self Service. Another major responsibility is to that this position has the agency travel credit card that all airfare is booked with. Monthly, this position reconciles all airfare on the travel credit card. This position also monitors Employee Expense RAISE Requests. This position is also responsible for providing ongoing review and input on agency travel-related policies to ensure that they are accurate and valid at all times.



Principal Responsibility – 70%

Accurately review and code employee expense reports in Employee Self Service in accordance with established bargaining agreements and MMB and Health Policies and Procedures.

Task Statements

• Audit employee expense reports submitted by MDH employees for accuracy and compliance with bargaining agreements and MMB and Health Department policies and procedures.

• Interpret and apply the requirements in bargaining agreements and MMB and Health Department policies and procedures.

• Train employees on how to complete business expenses and train supervisors on how to review expense reports. Training may include job aids, videos, or in-person instruction.

• Provide continuous feedback to MDH employees regarding errors in business expenses submitted through Employee Self Service via email, Microsoft Teams, or phone calls.

Performance Indicators

• Review business expenses to ensure amounts claimed comply with policies and procedures outlined in the SEMA4 accounting manual, agency policy, and collective bargaining agreements governing expense reimbursement to state employees.

• Maintain a spreadsheet tracking employee errors and correct submissions.

• Address discrepancies or unsupported amounts promptly with employees to obtain additional documentation or clarification.

• Ensure all supervisor-approved business expenses received by the end of the workday on Tuesday of the non-payday workweek are reviewed and approved no later than noon the following workday.

• Audit entire expense reports to verify accuracy and confirm all required itemized receipts or affidavits are attached on the Main page.

• Request an annual report from MMB showing all business expenses for the year and filter the report to provide useful volume and reporting information to supervisors and finance staff.

• Work with employees, supervisors, and budget coordinators to correct business expense errors and ensure proper funding sources are used when budget issues arise.



Principal Responsibility – 10%

Maintain and monitor employee expense RAISE forms.

Task Statements

• Reconcile RAISE forms to Business Expenses in Employee Self Service.

• Update RAISE form statuses when payments have been made.

• Monitor RAISE forms that are incomplete or in pending status.

• Respond to staff questions regarding RAISE form requirements for employee expense reports.

• Monitor the email inbox.

Performance Indicators

• Complete reconciliation of RAISE forms to employee expense reports accurately and in a timely manner. Ensure documents show payment amounts, expense group IDs, and employee names associated with payments.

• Respond to employee questions accurately and promptly.

• Ensure every purchase in Employee Self Service requiring a RAISE form has an associated RAISE form number entered in the system.

• Run RAISE reports regularly to ensure outdated forms are marked appropriately as paid, canceled, or otherwise updated so forms are not left in incorrect statuses.



Principal Responsibility – 10%

Purchasing Card Reconciliation

Task Statements

• Obtain monthly bank statements in US Bank Access Online and reconcile all transactions with the out-of-state travel spreadsheet to ensure funding accuracy for each transaction.

• Locate and maintain receipts, travel itineraries, itemized receipts, and credits for every transaction.

• Complete the Purchasing Card Log with accurate information for each transaction.

• Monitor the email inbox to manage and organize airfare receipts and travel itineraries for efficient reconciliation.

• Enter airfare costs into the corresponding RAISE forms so total out-of-state travel costs can be calculated accurately.

• Review, maintain, and support expense reimbursement and travel-related intranet web pages to ensure information remains accurate and current.

• Review existing travel policies to ensure consistency with statewide policies and bargaining agreements.

Performance Indicators

• Reconcile all transactions accurately without missing entries, receipts, or incorrect documentation.

• Ensure all log entries are complete prior to supervisory review.

• Maintain a clean and organized log file with properly labeled and formatted entries.

• Submit the completed log to the supervisor by the 10th of each month.



Principal Responsibility – 5%

Intranet Maintenance and Travel Policy Support

Task Statements

• Provide ongoing oversight of intranet expense reimbursement information to ensure accessibility and accuracy.

• Test and verify that all referenced web links are functional and that expense report information is current for each fiscal year.

• Routinely verify form functionality and availability in the forms library.

• Update outdated forms and documents as necessary.

• Participate in policy and process discussions to keep management informed of travel-related issues affecting program staff.



Performance Indicators

• Review intranet sites monthly and post necessary updates immediately. Correct broken web links as they are identified.

• Review expense reimbursement forms for accuracy at least quarterly and test functionality regularly.

• Notify supervisors of travel-related issues and participate in travel discussions as requested.

• Identify problems with agency travel policies and practices and recommend solutions for improvement.



Principal Responsibility – 5%

Perform special projects or duties as directed to support Financial Management and Agency objectives.

Task Statements

• Maintain current knowledge and skills to support personal and professional development.

• Serve on department-wide or statewide committees and workgroups as needed.

• Perform special projects and additional duties as assigned.

Performance Indicators

• Complete projects and assigned duties within established timeframes.



FREEDOM TO ACT

The individual must be able to work within the guidelines of State and Agency procedures and policies. General daily work priorities and problem resolution are determined by the individual. However, those situations which may establish new procedures, policies, or interpretations and/or that present unique union contract issues must be referred to the Supervisor for clarification.



#NPO

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**