What are the responsibilities and job description for the Accounts Payable Accounting Associate position at Montana State University Billings?
Montana State University Billings is a preferred employer in the region-WE WANT YOU!The following are reasons why you should join our team:
- Work-life balance
- Holidays-10 paid holidays per year and 1 Floating Holiday
- Vacation- 15 days per year (New Employees to 10 years; after 10 years the accrual rate increases)
- Sick Leave
- Earned at an accrual rate of .0416125 for each hour in pay status.
- Employee and Dependent Tuition Waiver
- Opportunities to engage in professional development opportunities
- Committed to employee wellness and access to a robust Employee Assistance Program
- Medical Benefits that are robust and affordable
- Visit MUS Benefits to learn more about our benefit package includingoMedical, Vision, and DentaloLife Insurance and Long Term Disability are incorporated into our benefitsoLearn more about our retirement benefits at MUS Retirement
- Opportunities for career growth and a variety of career paths
- Campus vibrancy- coffee shops, FREE attendance to MSUB concerts, athletic events, and lectures, access to recreation center, library, etc.
- Beautiful campus environment that features our MSUB Mile walking pathThe primary responsibilities of this position include performing audit and accounting duties in support of the accounts payable function for the Business Services department which include but are not limited to: auditing invoices and requests for payment, routing and tracking documents within the university, working closely with the office and University departments, assisting in auditing and reviewing purchasing card transactions for all departments on campus reconciling and researching vendor statements and payments, composing correspondence as necessary, cashiering; data entry and filing. Audit of accounts payable documents for all departments involves checking to see that the expense is both reported accurately and is in compliance with all applicable laws, regulations and policies. The audit also includes the review all applicable required documentation. The Accounts Payable Accounting Associate evaluates MSU Billings financial processes and procedures for effectiveness and accuracy in accordance with best practice and financial/accounting standards and provides recommendations to supervisor or manager. -This position is also responsible for providing excellent customer service to departments as well as outside vendors.DUTIES and RESPONSIBILITIES:Accounts Payable Duties and Responsibilities:
- Review and audit all Banner Payment Authorizations submitted for processing
- Audit of all payments requested backup,
- Audit of University agreements or contracted services,
- Fund Controller Approval signers, Auditing Departments on all Policies,
- Process all Banner payment authorizations that pass audit checks in Banner or by Credit Card
- Review & process the Team Travel advance requests
- Understand the Accounts Payable Process for reimbursements with balances due on Accounts Receivable
- Review and respond to correspondence within the Accounts Payable Shared Email
- Review and respond to correspondence within the Business Services DocuSign shared email
- Utilize Banner Finance and Accounts Payable Modules
- Track and manage DocuSign Documents and related processes
- Assist in accounting for all Fiscal Year End Accounts Payable orders and payments
- Assist in accounting for all Fiscal Year End required accrual orders
- Train University Staff as needed in various systems across the office/university
- Guide university departments to comply with State, OCHE, BOR policies and procedures
- Oversee University copier processes
- Maintain contingent check processing
- Manage the University Purchasing Card and Travel Expense processes in Chrome River
- Complete Invoice and Statements processes
- Report any non-compliance with University departmentsMailroom Duties and Responsibilities:
- Process packages and delivery
- Sort incoming mail
- Operate the postal machine to manage postage services
- Assist and guide students in mailing packages by USPS requirementsOther Business Services Duties and Responsibilities:
- Manage Electronic Document Management in Banner Finance/Student/Etc.
- Oversee DocuSign process templates and process workflows
- Ensure compliance with PCI DSS standards
- Utilize SaaS reporting
- Train university employees on Business Services processes
- Manage Printing Services
- Support CBORD and student copier printing systems
- Able to perform Cashier functions within Banner
- Manage cash and credit card deposit process and reporting
- Oversee electronic check deposit processes and reporting
- Able to reconcile daily cashier transactions and checkout procedures
- Assist in Fiscal Year End cash count audits
- Train all University Employees daily on Chrome River Travel and Expense Management processes
- Understand and support eCommerce (nonAR)
- Apply Business Service Policies & Procedures for audit compliance
- Maintain Vendor records and ensure compliance with requirements
- Manage Accounts Receivable accounts and maintenance
- Foster and Maintain cross campus working relationships
- Maintain Cross training throughout Business Services positions for steady work-flow when positions are vacated.QUALITIES:
- Reliable and Dependable
- Follows through on tasks and maintains a professional manner.
- Quality and Quantity of work
- Demonstrates the ability to problem solve and manage tasks.
- Excellent oral communication skills - speaks persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.
- Excellent written communication skills - writes informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
- Excellent customer service skills - manages difficult or emotional customer situations; responds promptly to customer needs; meets commitments.
- Excellent Teamwork and ability to cross trainPHYSICAL DEMANDS:
- Extensive Computer/screen time 7 hours
- Sitting/standing long periods of time
- Multitasking
- Customer interaction, analyzing Verbal and written communicationEducation Required:
- Associates Degree in a related field, or any equivalent combination of education and experienceExperience Required:
- Minimum of two (2) years of accounting related experience.
- Knowledge of basic office procedures and bookkeeping practices
- Ability to understand and apply policies, procedures, rules and regulations
- Experience with Computer and Software processes.
- Ability to sort incoming and outgoing mail.
- Effective written and verbal communication skills
- Demonstrated quality customer service
- Demonstrated Computer SkillsEducation Preferred:
- Bachelor’s Degree in a related field, or any equivalent combination of education and experience.Experience Preferred:
- University experience preferred
- Banner experience preferred
- Accounts payable experience preferredApplicants will be reviewed and interviewed on an ongoing basis after the screening date. The screening date begins 10 calendar days after a position is posted on the employment website.Montana State University Billings 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 race, color, religion, national origin, ethnicity, creed, service in the uniformed services (as defined in state and federal law), veteran status, gender, age, political beliefs, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation or preference. 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 Billings 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. In compliance with the Montana Veteran’s Employment Preference Act, MSU Billings provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference or request accommodation, contact the Human Resources Office, Montana State University Billings, 1500 University Drive, Billings, MT 59101-0298, 406-657-2278, employment@msubillings.edu.MSU Billings Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Billings Website: http://www.msubillings.edu/humres/eeos.htmTO APPLY: https://employment.msubillings.edu/postings/7552
