Accountant Specialist - Fleet Vehicle

THE OUTSIDE IS IN US ALL.

A State Application is required along with a Cover Letter. Applications missing the requested documents will be considered incomplete and may not progress further in the process. Documents not requested will not be considered in the recruitment process. The State Application is not a substitute for a Resume. This position closes at 11:59 PM Mountain Time on August 27, 2023. You must apply through the State of Montana Career site.

Special Information:
Identity of applicants who become finalists may be released to the public if the Department deems it necessary. Employees who exceed 1,040 hours in a calendar year are also provided health, dental and life insurance. Other benefits include retirement, paid vacation, sick and holidays. This position may be covered by a VEBA (Voluntary Employee Beneficiary Association).

A successful applicant will be subject to a background investigation.

Women and minorities are under-represented in this job category and are encouraged to apply.

The fleet section procures, manages, maintains and disposes agency owned vehicles. FWP fleet is a centralized program located in the Helena yet provides its services to all FWP employees and projects statewide. The fleet account is an internal service fund and charges rental rates to department users. The fleet accounting area tracks mileage, maintenance and usage of the 600 fleet vehicles, monitors and reconciles WEX credit card transactions, processes journal entries for both vehicle rates and WEX transactions and maintains the fleet data base. The fleet maintenance area consists of automotive repair and maintenance, wood and metal fabrication and electronics design, installation and repair. Fleet management monitors and coordinates all the above functions, develops strategies and direction to continually provide safe, efficient, cost effective fleet services to all FWP personnel and programs.

Job Duties:

• Maintains and updates fleet data base (Agile Assets) on a continual basis.

• Completes the FWP Fleet Vehicle Billing process

• Process monthly accounting journal for WEX credit card invoices through Dept. of Administration.

• Prepares and imports WEX credit card fleet vehicle maintenance and fuel purchasing data into the fleet data base, Agile Assets.

• Reviews all charges to the fleet vehicle account, resolve errors and correct entries in SABHRS (Statewide Accounting Budget and Human Resource System).

• Receive, Review and Process or Prepare voucher payments related to the FWP Fleet Vehicle division.

• Issue and activate WEX fleet vehicle and project purchasing credit cards, assign and manage individual Driver Identification numbers (PIN).

• Track and account for all FWP Fleet vehicle accidents / incidents.

• Reviews and approves all fleet vehicle repairs in excess of $500 and all tire purchases.

• Prepares fleet vehicle fiscal year end reports.

• Prepares responses to requests received from the Legislative Auditors.

• Coordinates and oversees fleet vehicle records management.

• Prepares a variety of reports, spreadsheets and fleet related data for fleet management as requested.

Performs work indoors in a typical office environment with light lifting and extensive computer use on a daily basis. The employee is regularly required to stand, sit, and use hands and fingers to operate a computer and telephone. May sit for extended periods. Typically works regular business hours and a standard 40-hour work week. Some travel and extra work hours may be required. The incumbent must be able to handle short-term stressful situations, work with a wide variety of individuals and vendors.

Knowledge, Skills and Abilities:

• Ability to multi-task, have strong time management skills, and the ability to juggle multiple work-related activities are required within this position.

• Knowledge of accounting principles, policies, procedures and practices. Knowledge of methods to set rates for an internal revolving fund is also required.

• The position must be detail-oriented to avoid errors.

• Should be discreet and trustworthy, requiring occasional/frequent contact with confidential and sensitive information or material.

• This job requires the ability to work with vendors, customers, employees, and managers. Must have a strong aptitude for numbers. Knowledge of bookkeeping and/or accounting software is valuable.

• The position requires knowledge of fleet/inventory management; principles of technical, mechanical, and electronic maintenance and repair; purchasing and procurement practices; and contract administration.

• Knowledge of the State of Montana’s procurement process, laws, policies and procedures of competitive procurement.

• Must have strong computer skills for document preparation, research, financial analysis, database management and communication using programs such as Word, Excel, Outlook.

• Must be able to communicate both verbally and in writing with a wide variety of people in a broad variety of settings. The techniques used must be appropriate for the type of staff involved (managerial, technical, etc.); communicate effectively in a constantly changing environment with an audience varying from well-versed to unfamiliar.

• Requires the ability to assess and solve complex problems; devise methodologies and solutions; perform analyses; relate relevant information in management applications and interactions; and interpret results. Must be able to clearly and concisely form and express ideas and concepts.

• Considerable knowledge of vehicle maintenance and utilization standards, state rules and regulations regarding state owned vehicles, and knowledge of equipment uses and maintenance requirements.

• Knowledge of basic shop procedures, vehicle repairs and shop work order systems are required.

Minimum Qualifications (Education and Experience):

The knowledge, skills, and abilities of this position are normally attained through combination of education and experience equivalent to a bachelor’s degree in Business Administration, Finance, or Accounting, and 1 year of job-related work experience. Other combinations of education and experience will be considered on a case-by-case basis.