Job Information
Montana State University Accounts Payable Specialist in Bozeman, Montana
Position Details
Position Information
Announcement Number STAFF - VA - 25086
For questions regarding this position, please contact:
Polly Kogel at 406-994-5531 or polly.kogel@montana.edu
Classification Title Auditor I
Working Title Accounts Payable Specialist
Brief Position Overview
The Accounts Payable Specialist is responsible for performing audit and accounting duties in support of the accounts payable function at Montana State University. This position will audit invoices and requests for payment, process travel advances and reimbursements, review purchasing card transactions and will include data entry and filing of documents.
Position Number 4M0389
Department Business Office
Division University Business Services - Financial Services
Appointment Type Classified
Contract Term Fiscal Year
Semester
If other, specify From date
If other, specify End date
FLSA Non-Exempt
Union Affiliation FOCUS-MFPE
FTE 1.0
Benefits Eligible Eligible
Salary $25.026 per hour, commensurate with experience, education, and qualifications
Contract Type Classified Salary
If other, please specify
Recruitment Type Open
Position Details
General Statement
University Business Services provides accounting and business services for all components of the University. University Business Services works to ensure that MSU business transactions are conducted and reported efficiently, effectively, and in accordance with all applicable regulations, policies, and procedures.
The Accounts Payable Specialist – Auditor I position is responsible for performing audit and accounting duties in support of the accounts payable function of the UBS department which include but are not limited to: auditing invoices and requests for payment, routing and tracking documents within the department, central offices and University departments, auditing and reviewing purchasing card transactions, reviewing and processing travel and general reimbursements for faculty, staff and students, reconciling and researching vendor statements and payments, composing correspondence as necessary and data entry. Audit of accounts payable documents involves checking that the expense is reported accurately and complies with all applicable laws, regulations and policies. The Accounts Payable Specialist will evaluate MSU financial processes and procedures for effectiveness and accuracy in accordance with best practice and financial/accounting standards and provide recommendations to supervisor or manager. Each Accounts Payable Specialist is also responsible for providing excellent customer service to departments as well as outside vendors.
Duties and Responsibilities
Review, approve and data enter requests for payment in a timely manner by auditing invoices, travel vouchers, advances and reimbursements submitted, ensuring proper coding of the expense and ensuring appropriate tax treatment, if applicable, for 1099 reporting.
Examine, analyze and interpret records to ensure proper recording of transactions and compliance with laws, regulations, policies and procedures to ensure there is no fraud, duplication or violation.
Advise, train and provide guidance to other departmental staff regarding accounts payable, travel and purchasing card expenses. Resolve issues of unallowable expenses with departmental staff using diplomacy, tact and excellent customer service skills.
Research vendor history to provide service and resolve issues via phone or email when vendors or departments call regarding payments.
Verify employee credit card transactions by auditing transactions and supporting documentation, handling inquiries and identifying errors.
Required Qualifications – Experience, Education, Knowledge & Skills
Experience and/or education in accounting or a related field.
Demonstrated accounting or auditing experience with emphasis on accounts payable including invoice payment, cost coding, vendor statement reconciliation, record keeping duties, reconciling accounts, and dealing with the public.
Demonstrated customer service experience in a business setting.
Demonstrated experience interpreting, communicating, and maintaining compliance with policies and procedures.
Demonstrated experience using word processing, database and spreadsheet software.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Experience with a complex accounting or accounts payable system.
Experience with 1099 reporting or other taxation or regulatory compliance.
The Successful Candidate Will
Demonstrate excellent written and verbal communication skills.
Establish and maintain effective working relationships with a diverse range of personnel both internal and external to the organization.
Organize and prioritize heavy workloads, meeting a variety of simultaneous deadlines, and adapt to changing priorities while maintaining a positive, effective, and professional approach.
Exercise good judgment and make consistent decisions while working independently and effectively under minimal supervision.
Communicate effectively with campus and state personnel, in person, over the phone and via email.
Demonstrate the ability to see the big picture while maintaining accurate process controls.
Demonstrate Service Excellence through courtesy, reliability, safety and competence of actions.
Demonstrate a commitment to quality with high attention to detail, performing detailed tasks with a high level of accuracy.
Maintain confidentiality of records and sensitive information.
Represent the University Business Services office and its programs by providing a high level of customer service to others in a professional and courteous manner.
Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties? No
Posting Detail Information
Number of Vacancies 1
Desired Start Date Upon successful completion of search
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on September 20 ,2024; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.