General Statement of Duties and Responsibilities: Prepares payments and controls expenses by receiving, processing, verifying and reconciling invoices.

• Receive and process invoices. Record invoices and supporting documents in Banner. Prepare invoices for approval and payment.
• Verify expenditures and confirm receiving records are complete, obtain departmental approvals and confirm fund sources in preparation of invoice payments.
• Work with Procurement regarding PO's, ACH, W-9's and vendor address/remit updates necessary for invoice processing.
• Obtain information concerning materials, supplies, equipment and services by contacting vendors, departments and material managements.
• Respond to inquiries. Research and resolve invoice discrepancies by communicating with departments, procurement, materials management and vendors.
• Responsible for coordinating with Procurement in order to process payments in MMARS and the corresponding Banner entries.
• Review and assess current processing practices for efficiencies. Suggest and implement strategies for more efficient operations.
• Perform data analysis and reconciliations using intermediate and advanced levels of Excel.
• Maintain prepaid schedules throughout the fiscal year. Review and reconcile at fiscal year-end.
• Generate JV's for the quarterly prepaid postings.
• Develop and update documentation of processes and procedures.
• Provide training to departments across campus.
• Support the 1099 tax documents process. Generate and review the vendor list quarterly.
• Reconcile credit card activity; communicate with departments and employees regarding necessary documentation and other reconciliation detail requirements.
• Responsible for completing procedures necessary to finalize the year end closing process.
• Responsible for back-up of various accounting functions as needed.
• Provide assistance and advise students, staff, and vendors to ensure compliance with established Financial Services policies and procedures.
• Assist other staff members with tasks and projects as assigned.
• Perform other duties as assigned.

Qualifications Required at Hire:

• High School diploma required. 1-2 years accounts payable or general accounting experience or an associate's degree in accounting preferred.
• Knowledge of generally accepted accounts payable procedures.
• Accuracy and attention to detail.
• Proficient with data entry and records management.
• Ability to learn and follow specific guidelines, policies and procedures when performing work.
• Strong computer knowledge and advanced working knowledge of Word, Excel, Adobe Acrobat and Google Suite.
• Ability to gather information and provide resolution using electronic or verbal communication with individuals and vendors and reviewing invoices and supporting documentation.
• Ability to maintain harmonious working relationships with the public and members of the university community.
• Ability to work in a fast-paced environment and adjust to changes in deadlines and/or priorities.
• Ability to follow written and oral instruction.
• Ability to set priorities and work independently to complete assigned tasks.
• Ability to exercise sound judgment.
• Ability to perform duties with or without reasonable accommodation.
• Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI), a SORI, and a completed background check satisfactory to the university.

Qualifications Acquired on Job:

• Knowledge of the laws, rules, regulations, procedures and policies governing the state and local invoicing systems.
• Knowledge of Banner software.
• Knowledge of MMARS - Massachusetts Management Accounting and Reporting System.

This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $59,960.94 which is non-negotiable in adherence with the CBA. hours are Monday through Friday from 8:30am-5pm. The application deadline is May 6, 2024. Tentative Start date for this position is July 22, 2024.

Fitchburg State reviews all staff positions to assess the viability of a flexible work arrangement. This position has been identified as one where a flexible work arrangement is an option, which will be discussed further with the successful candidate.
Fitchburg State University offers a competitive benefits package that includes:

• a choice of 9 different pre-taxed, health insurance plan options
• competitive retirement plan
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• accrued vacation and sick days
• personal days
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. Members of traditionally underrepresented groups are strongly encouraged to apply.
Fitchburg State University strongly recommends that all employees be vaccinated against COVID-19 before they begin employment.