For a complete job description and to apply, please visit our job site at http://jobs.fitchburgstate.edu.
General Statement of Duties and Responsibilities:
Prepares payments and controls expenses by receiving, processing, verifying and reconciling invoices.
Detailed Statement of Duties and Responsibilities:
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 strategies for more efficient operations.
Maintain prepaid schedules throughout the fiscal year.
Reconcile ProCard 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 insure 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 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) as well as 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.
About Fitchburg State University
Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students.
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