Colorado State University Plant Funds - Accounting Technician III in Fort Collins, Colorado
Working Title Plant Funds - Accounting Technician III
Position Location Fort Collins, CO 80523
Classification Title Accounting Technician III
Posting Number 202100083P
Position Type State Classified
Open Date 04/08/2021
Close Date 04/19/2021
Salary $3,730 - 4,103 monthly + FULL BENEFIT OFFERINGS
Colorado State University ( CSU ) and the State of Colorado are committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time classified employees in the following University benefit areas. https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-sc.pdf.
Full/Part Time Full-time
State Classified Hourly No
Description of Work Unit
*The Facilities Management Finance department is a unit within campus Facilities Management and exists to maintain and improve processes which protect the financial integrity of our departmental units. The mission of Facilities Management Finance is to develop strong oversight and understanding of the departmental budget and construction related accounting activities to assist with the development of best practices which enable effective, accurate management of the financial policies, processes and activities.
Facilities Management Finance provides oversight of 150 Facilities accounts, with over $100 million in operating costs, in the areas of budgets, accounting, financial management and reporting, university billings, department receivables, department internal financial control processes and procedures, financial instruction, and the department’s integrated work management system (AiM). We also provide services to the University community and non-University entities in the areas of billing, financial reporting, and real estate leases. Reports are developed and distributed to several campus departments including the Budget Office, Business and Finance, VPUO , and the President’s Office for building costs, project costs, leases, student facilities fees, and budget book information to name a few.
We pay, track, and report on university utilities for the main campus and all locations throughout the state. Construction accounting services are provided on over 300 projects, totaling nearly $1.3 billion in open projects in FY20, to project managers and Business and Finance in the areas of accounting, fund management, purchasing, contracts, payments, capitalization, bonded projects, and reporting for the Board of Governors.
The Plant Fund Accounting Technician provides technical support and oversight for designated plant funds to ensure departmental financial transactions and procedures comply with federal, state, and university laws, regulations, and policies. This includes purchase order creation and invoice processing for services needed for plant funds. This position is responsible for maintaining current plant fund reconciliations and reports for stakeholders while ensuring information is accurately represented.
This position reports to the Plant Fund & Utility Accounting Manager and works closely with Project Managers to provide technical accounting support. This position will need to develop strong oversight and understanding of the project budgets and to assist with the development of best practices that enable effective, accurate management of the financial policies, processes, and activities. Effective communication skills are required to articulate financial management plans, policies, and practices to the staff and other personnel. Successful execution requires extensive communication, coordination, and collaboration across many levels of the University.
*• Three years of technical accounting experience.
The highly desired candidate will possess the following knowledge, skills, abilities, personal characteristics, and experience directly related and critical to this position:
• Bachelor’s degree in accounting, finance, business administration, or related field.
• Financial working knowledge within an institution of higher education.
• Experience with financial database systems, specifically Kuali Financial Systems
• Construction accounting experience and a general understanding of trade roles and tasks related to projects.
• Experience with Microsoft Office specifically Outlook and Excel, including formulas and formatting.
• Demonstrated attention to detail and effective communication skills, both verbal and written, based on application materials submitted.
• Ability to build rapport and strong working relationships with internal/external customers, staff, and vendors.
• Desire and willingness to learn new software, policies, and procedures.
• Prioritization and organizational skills.
• Ability to analyze data/information and problem-solve.
Essential Job Duties
Job Duty Category Project Financial Management
Analyze, investigate, research, and evaluate financial information compiled from various sources for use in recording, verifying, classifying, and reporting financial information, and for ensuring fiscal compliance of projects.
Advise and counsel department personnel on rules and regulations by interpreting, and explaining, accounting information and issues.
Design, prepare, produce, develop and process periodic and on-demand reports by gathering, researching, analyzing, structuring and compiling information from various sources.
Prepare and distribute monthly project financial summary reports.
Work with team to develop a process for year-end accruals, tracking any adjustments that need to be made by working with assigned Project Managers.
Reconcile, and bring into balance, project accounts, and budgets.
Analyze project accounts at any given time to verify and ensure all transactions postings of revenues, expenditures, and encumbrances.
Reconcile using project spreadsheets, Kuali Financial Database, ODS reports or Web Focus until CPPM (Capital Construction Project Management) database is implemented.
Create journal entries for billing and corrections. Review all transactions to ensure they comply with university and state requirements. (e.g.: encumbrances and expenditures do not exceed the budget amount or state appropriations unless allowed in the deficit).
Percentage Of Time 40
Job Duty Category Procurement
Create requisitions and disbursement vouchers in Kuali associated with State contracts, quotations, or written requests by the project manager.
Determine proper accounting codes; ensures and verifies account and object code and that sufficient funds exist.
Provide proper documentation to the Procurement Department and follows up on the status of purchase orders.
Purchase other required items using University procurement card ( PCARD ) and reconciles statement each month.
Provide guidance and information to project managers and outside vendors about purchasing regulations, plant fund procurement, and accounting information, and the use of correct object codes.
Create and process change orders with purchase orders and disencumbers funds as requested or investigated corrections.
Percentage Of Time 25
Job Duty Category Accounts Payable
Process contractor, architect, vendor, and other invoices for payment by verifying that correct account and purchase order is charged, proper approval signatures are indicated for payment authorization, sufficient funds remain on the purchase order and in the account, and calculations including retention on the invoice are correct.
Consult with project manager and vendor when there are discrepancies with invoices and determines resolution.
Create and prepare payment document (voucher/invoice) for Accounts Payable. Review payments in Kuali to confirm that invoices are paid. Investigates delays in payment or incorrect payments, with Accounts Payable.
Research invoice and purchase order questions for vendors, Accounts Payable, and project managers.
Record documents in the project spreadsheet. Verify payment to vendor.
Reconcile payments between Kuali and Project Spreadsheet.
Percentage Of Time 25
Job Duty Category New Project Accounts
Verify information on new account request, or if it requires a new plant fund account, request appropriate signatures via Adobe DocuSign.
Record account information on spreadsheet, submit to BFS FRA for classification.
Create new account in Kuali, communicate account number to PM when document is final and all approvals have been completed.
Enter in ODS database, Capitalization Spreadsheet, update plant fund spreadsheet, formalize information when CPPM ( IWMS ) database is implemented.
Percentage Of Time 10
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. Please note: Part-time experience will be calculated to determine the full-time equivalent.
The Work Experience 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.
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 (e.g.: 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.
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.
Appointment to the vacancy or vacancies represented by this announcement is expected to be from the eligible list created. However, at the discretion of the appointing authority, the position(s) may be filled by another method of appointment for a valid articulated business reason.
The selection process for State Classified positions may include an exam(s) and interview(s) which require candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
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Equity, Diversity, and Inclusion at Colorado State University
The State of Colorado believes that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. The State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status (with preference given to military veterans), or any other protected status in accordance with applicable law.
Colorado State University is committed to the full inclusion of all qualified individuals. As part of this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including completing the application process, interviewing, completing any pre-employment testing, participating in the employee selection process, and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require a reasonable accommodation to ensure you have a positive experience applying or interviewing for this position, please direct your inquiries to our Human Resources – Employment Office, at firstname.lastname@example.org or call (970) 491- MyHR(6947).
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 (970) 491- MyHR(6947).
Conditions of Employment Pre-employment Criminal Background Check (required for new hires)
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 (https://oeo.colostate.edu/) is located in 101 Student Services.
The Acting Title IX Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 123 Student Services Building, Fort Collins, CO. 80523-0160, (970) 491-1715, email@example.com.
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Background Check Policy Statement
Colorado State University 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 history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also 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.
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