Accounting Technician

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
05 Mar 2018
End of advertisement period
02 Apr 2018
Ref
54477
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

The Extension Fiscal Office is a statewide University service, designed to provide information and explain regulations regarding purchasing procedures, payroll, personnel, and accounting support for the county and regional offices, off-campus and on-campus personnel. The primary function of the unit is to provide accounts receivable, accounts payable, payroll management, grant support, budgeting and overall strategic planning for Extension as it pertains to financial sustainability. Extension has a multi-faceted financial structure including, federal, state, county, grant and self-funded activities.

Position Summary

This position is the lead role in managing the extensive amount of travel and personal reimbursements that come through Extension. In this capacity this position will oversee the work of another half-time position in addition to a student worker. Additionally, this position will take on a lead role in providing post-award grant support especially for those grants managed directly out of the state office. This will include helping to create and manage grant reports that facilitate soft-funded programs, to see expenses across multiple projects/accounts, in addition to serving as a resource for PI’s and grant managers to answer questions regarding grant expenses, reporting, etc. These tasks will be completed in conjunction with the Assistant Director of Finance.

Minimum Qualifications

To be considered for this position, applicants must have:

  • Three full-time years (36 months) of technical accounting experience.

Substitutions

Two years of college, university or non-correspondence business school which included eighteen (18) semester credit hours of accounting can substitute for up to two years of the required experience.

  • Please note: to use education in place of required experience, you must attach a transcript, either official or unofficial documenting the required semester credit hours**

Preferred Qualifications

Highly sought applicants will have many of the following:

  • Knowledge and abilities with learning and utilizing a variety of enterprise data management systems
  • Advanced skills in data maintenance, spreadsheet creation and report generating within MS Excel
  • Demonstrated customer service abilities with both internal and external constituents
  • Excellent self-motivation, follow-through and workload management
  • Demonstrated abilities in multiple technical accounting roles including budget reconciliation, PCard oversight, travel processing, and accounts payable tasks
  • Flexibility; willing to adjust priorities quickly and with ease

Essential Job Duties

Job Duty Category Post Award Support Duty/Responsibility

  • Provide post award support for all departmental sponsored accounts. Validity expenses, track expenditures, provide budget reports in non standard accounting statements that meet grant requirements as needed to PIs and directors. Reconcile sponsored accounts. Identify, research and resolve discrepancies with appropriate individuals and initiate actions to correct any funding or charges that are inaccurate. Ensure that accounts are not overspent. Work with sponsored programs and PI to close out accounts. Process labor distribution updates/changes as necessary.

Note: % of job assigned to this duty may be changed as needed.

Percentage Of Time 25% Job Duty Category Travel Authorizations & Reimbursements Duty/Responsibility

  • Lead travel authorization and reimbursement duties for department. Create and revise internal forms. Train and support departmental travel arrangers. Report findings to regional directors/account holders. Advise and instruct departmental personnel regarding state and agency travel rules, regulations and procedures via staff training, e-mail updates, website and individual contacts.

Note: % of job assigned to this duty may be changed as needed.

Percentage Of Time 25% Job Duty Category IDC Allocations and Reconciling Duty/Responsibility

  • Design and maintain database for indirect cost allocations for departmental sponsored grants. Calculate percentage allocations by information provided from sponsored programs, departmental directors and PIs. Track, reconcile and report program distributions and expenses to PIs and departmental directors.

Note: % of job assigned to this duty may be changed as needed.

Percentage Of Time 5% Job Duty Category EFNEP PCcards Duty/Responsibility

Reviews and has signature authority to approve PCard monthly transactions and statements. Insures integrity of the PCard program by

  1. enforcing compliance of PCard rule
  2. reviewing emal notifications and questioning unusual transactions
  3. obtains complete document for all transactions
  4. determines a violation and takes appropriate action
  5. ensures purchases are allowable under terms of sponsored agreement when using sponsored funds
  6. reallocate the PCard purchases to correct fund source
  7. review and approve monthly transaction reports
  8. notify PCard administrator when cardholder leaves the university
  9. receives and processes PCard applications for new users, processes change request for current cardholders.

Note: % of job assigned to this duty may be changed as needed.

Percentage Of Time 5% Job Duty Category Deposits, State Fleet and Cell Phone Account Management Duty/Responsibility

  • Main contact for state fleet vehicles. Collect, record, and report monthly odometer usage to Transportation. Distribute annual registration, insurance cards, and gasoline cards to users (currently 21 vehicles in department.). Maintain compliance records.
  • Deposit revenue obtained from on-campus sources, off-campus County offices and specialists, and other vendor sources. Verify accuracy of deposits and accounts to be credited. Enter deposits on automated campus-wide Kuali System. Maintain check receipt database for over 1000 checks per year.
  • Serve as lead to provide oversight and management for Extensions cell phone accounts. This includes staying abreast of current cell phone administration policies and procedures in addition to the following: tracking expenditures to ensure charges post to correct account, enroll employees in cell phone program when approved to do so by supervisor/fiscal authority, oversee monthly cell phone distribution and ensure that it is done in a timely manner.

Note: % of job assigned to this duty may be changed as needed.

Percentage Of Time 15% Job Duty Category Accounts Payable Duty/Responsibility

  • Process all accounts payable activities under $5000. Work includes the following: review and verify accurate and complete back-up and receipts, signature authorization, account numbers and adequate funds are available for all A/P transactions. Independently work through any issues/errors to resolution. Payment transactions include: dispursement vouchers(DV), disbursement invoices (DI), internal orders (IO), and internal billings (IB).
  • Additionally, this requires vendor review to ensure vendors are established in the Kuali system and can receive payment, and if not, working with the requestor to get vendor information (W-9) in order to be established in the financial system. This is a large volume of Extension payables work and requires attention to detail and quick turnaround in order to ensure timely payments are made.

Note: % of job assigned to this duty may be changed as needed.

Percentage Of Time 25%

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience.
  • The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS

  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
    • Positions requiring a degree or if using education as a substitution for work experience (eg: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES

  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.

NOTES

  • The selection process for State Classified positions may include an exam(s), which requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from humanresources@colostate.edu. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

DEPARTMENT CONTACT INFORMATION

  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office HR_Employment@mail.colostate.edu.

Conditions of Employment

Valid Driver’s License, Pre-employment Criminal Background Check (required for new hires)

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.