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Accounting Associate IV

Company: Montana State University
Location: Bozeman
Posted on: December 4, 2019

Job Description:

Position Details Position Information Announcement Number STAFF - VA - 20180 For questions regarding this position, please contact: Darcy Tickner at ************ or ******************** OR Lynne Hendrickson at ************ or ************************ Classification Title Accounting Assoc IV Working Title Accounting Associate IV Brief Position Overview As part of the University Business Services (UBS) Accounts Payable team, the Accounting Associate IV performs a broad spectrum of duties to ensure that MSU business transactions are conducted and reported efficiently, effectively and in accordance with all applicable regulations, policies, and procedures. Position Number 4M1174 Department Business Office Division University Business Services - Financial Services Appointment Type Classified Contract Term Fiscal Year Semester If other, specify From date If other, specify End date FLSA Non-Exempt Union Affiliation MFPE FTE 1.0 Benefits Eligible Eligible Salary $15.820 - $19.775 per hour, commensurate with experience, education, and qualifications Contract Type Classified Salary If other, please specify Recruitment Type Open Position Details General Statement University Business Services (UBS) provides accounting and business services for all components of Montana State University (MSU). UBS works to ensure that MSU business transactions are conducted and reported efficiently, effectively and in accordance with all applicable regulations, policies, and procedures. The Accounts Payable Accounting Associate IV provides excellent customer service for on-campus departments as well as outside vendors. The Accounts Payable Accounting Associate IV performs the following functions: audits payments for appropriateness in accordance with state and university policy; ensures that amounts are correct and supported by appropriate documentation and signatures; sets up new vendors; maintains necessary paperwork; processes payments to vendors and staff. In addition, the Accounting Associate IV will audit travel reimbursement claims for allowability and compliance with State and university policy and review daily data entry from other Accounts Payable staff for reasonableness, accuracy and final approval. The Accounting Associate IV assists in training new staff and new departmental accounting personnel, both formally in UBS training and informally through day-to-day contact or by special request from the departments. This position reports to the Accounts Payable Manager and seeks management input when odd or unique situations arise or when he or she has suggestions for improvements. Duties and Responsibilities Accounts Payable duties: - Examine, analyze and interpret records to ensure proper recording of transactions and compliance with laws, regulations, policies and procedures to ensure there is no fraud, duplication or violation. - Review and approve requests for payment (BPAs) in a timely manner. - Research vendor history to provide service and resolve issues for inquiries regarding payments. - Resolve issues of unallowable expenses with departmental staff using diplomacy, tact and excellent customer service skills. - Advise, train and provide guidance to other departmental staff and staff on other campuses regarding accounts payable, travel and purchasing card expenses. - Verify credit card transactions by auditing transactions and supporting documentation, handling inquiries and identifying errors. Banking and payment duties: - Process wire transfers, both domestic and foreign. - Prepare special checks after reviewing supporting documentation; prepare documentation to replenish the revolving bank account. - Assist in the warrant cancellation and re-issue process when needed. - Provide daily banking documentation to assist with numerous bank reconciliations. - Assist with the ACH setup process. Vendor setup and 1099 reporting duties: - Request and maintain accurate W-9 information from vendors and assist in processes of W-9 record retention and TIN matching. - Create new vendors and maintain vendor records in Banner system. - Based on IRS rules, determine 1099 reportability for vendors. - Work with other accountants and other campus accounts payable staff to ensure that expenses and vendor information are accurate for 1099 reporting. List any secondary duties assigned to this position: - Ensure that new guidelines (mileage rates, etc) are communicated to the campus and on websites. - Seek input from others on campus for possible changes to procedures and forms and communicate recommendations for changes to management. - Answer UBS Accounts Payable phone and route calls. - Provide backup for other accounts payable staff and assist other campus accounts payable staff as needed. Required Qualifications - Experience, Education, Knowledge & Skills - Two years of post-secondary education in accounting, finance, business or related field or an equivalent combination of relevant education and experience in lieu of a degree. - Demonstrated ability to organize and prioritize workloads, meet deadlines, and exercise adaptability to changing processes while maintaining a positive, effective, and professional approach. - Demonstrated excellent written and customer service skills, and competence establishing and maintaining effective working relations with a diverse range of personnel both internal and external to the organization. - Demonstrated ability to interpret, communicate, and maintain compliance with policies and procedures and to exercise consistent decision-making while working independently and effectively under minimal supervision - Demonstrated competence using word processing, database and spreadsheet software such as Microsoft Office and Outlook. Preferred Qualifications - Experience, Education, Knowledge & Skills - Working knowledge of Banner and/or SABHRS systems. - Knowledge of State of Montana and University policies and procedures. - Demonstrated experience with fund or governmental accounting. - Demonstrated experience with a complex accounting or accounts payable system. - Demonstrated experience in delivering training either one-on-one or in large group settings. The Successful Candidate Will - Communicate effectively with campus and state personnel, in person, over the phone and via email. - Have the ability to see the big picture while maintaining accurate process controls. - Establish and maintain effective working relationships with co-workers and the public in a team-oriented environment. - Demonstrate Service Excellence through demonstrated courtesy, reliability, safety and competence. - Demonstrate a commitment to quality, high attention to detail and the ability to exercise good judgement working independently, with minimal supervision and as part of a team. - Commitment to maintain confidentiality of records and sensitive information. - Represent the University Business Services office and its programs by providing a high level of customer service to others in a professional and courteous manner. Position Special Requirements/Additional Information This job description should not be construed as an exhaustive statement of duties, responsibilities and requirements but is a general description of the job. Nothing contained herein restricts MSU's rights to assign or reassign duties and responsibilities to this job at any time. Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill and/or ability required. This position has supervisory duties? No Posting Detail Information Number of Vacancies 1 Desired Start Date Upon successful completion of search Position End Date (if temporary) Open Date Close Date Applications will be: Screening of applications will begin on November 22, 2019; however, applications will continue to be accepted until an adequate applicant pool has been established. Special Instructions Diversity Statement Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples. Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual's race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran's status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University's mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged. Montana State University makes accommodation for any known disability that may interfere with an applicant's ability to compete in the hiring process or an employee's ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box ******, Montana State University, Bozeman MT 59717-2520; ************; *********************** . In compliance with the Montana Veteran's Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference please complete the veteran's preference information located in the Demographics section of your profile. MSU's Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: *************************************************************************** .

Keywords: Montana State University, Bozeman , Accounting Associate IV, Accounting, Auditing , Bozeman, Montana

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