Senior Audit Clerk

Location:
Headquarters

Address:
Albany, NY

Company:
Civil Service Employees Association, Inc.

Organization:
Finance

Requisition ID:
2025-001

Job Type:
Full-Time

Discipline:
United Union Employees of New York

Posting Date:
01/08/2025

CSEA is looking to fill a Senior Audit Clerk position in their Finance Department. Starting Salary is $48,266 annually.

JOB SUMMARY:
Under the direct supervision of the Assistant Director of Finance or the Assistant Director of Finance, Purchasing and Production Services, the Senior Audit Clerk performs financial duties relating to the processing and payment of goods and services.
ESSENTIAL FUNCTIONS:
Prepares invoices of CSEA suppliers and travel vouchers of the Officers, Board, Members and Staff for payment; reviews for accuracy; verifies the service performed and reviews underlying purchase order documentation; determines adherence to CSEA reimbursement policies; performs necessary follow-up to prepare invoices for payment and prepare invoices/travel vouchers for data entry on a timely basis, processes purchase orders, places orders for the more routine purchases and meets with suppliers.

1. Reviews invoices and prepares them for payment. Determines the correct account coding for the invoices without a PO as well as payment terms. For invoices linked to a PO, compares invoice to purchase order specifications and reviews the distribution account chosen by Purchasing and prepares the invoice for the PO match. Works closely with Purchasing to
resolve any issues concerning the PO match.
2. Maintains the supplier master file which requires knowledge of CSEA’s supplier record conventions.
3. Prepares paperwork on stop payments, and places the stop with the bank.
4. Reviews the nature of all supplier invoices to determine if the transaction requires IRS reporting and if so obtains the necessary paperwork from the supplier.
5. Maintains and monitors travel expense advance system for members and staff.
6. Prepares travel vouchers for payment. This requires knowledge of CSEA and NYS reimbursement policies, staff union contract travel provisions as well as IRS regulations to determine taxability of travel expenses.
7. Tracks staff mileage and assists in the administration of the Transportation Allowance program.
8. Works with CSEA suppliers and places routine orders.
9. Works with CSEA staff requesting goods to procure the goods with suppliers. Utilizes existing and new suppliers. Performs Internet research for requisitions.
10. Creates purchase orders in the financial system based upon requisitions and supplier negotiations.
11. Manages the status of open purchase orders in the financial system ensuring open purchase order goods are received and follows up with CSEA staff for receiving reports. Processes receiving reports in the accounting system.
12. Assists internal auditors as necessary.
13. Assists outside auditors as necessary.
14. Other duties as required.

MINIMUM QUALIFICATIONS:
High School graduation, preferably with concentration in business courses, plus two (2) years of
general work experience involving bookkeeping or accounts payable
Proficiency in Excel and familiarity with accounting software desirable
OR
An acceptable combination of education, training and experience as determined by CSEA
All candidates must successfully complete a test to be administered by the Human Resources
Department