"Alerted.org

Position Details

Position Information

Announcement Number STAFF - VA - 25375

For questions regarding this position, please contact:

Jennifer von Sehlen

[email protected] (%[email protected])

(406) 994-4786

Classification Title Accounting Assoc IV

Working Title Accounting Associate IV

Brief Position Overview

A great opportunity for a dynamic candidate who is organized and possesses excellent attention to detail. The Accounting Analyst is a crucial part of the fiscal team who will provide indispensable accounting support to the Western SARE program and assist the Fiscal Manager in ensuring compliance with Federal, State and MSU Policies.

Position Number 4N1023

Department Western SARE

Division College of Agriculture/MAES

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 0.75

Benefits Eligible Eligible

Salary $21.99 - $27.49 per hour, commensurate with experience, education, and qualifications

Contract Type Classified Hourly

If other, please specify

Recruitment Type Open

Position Details

General Statement

Sustainable Agriculture Research and Education ( SARE ) is a national program funded by the US Department of Agriculture National Institute of Food and Agriculture ( USDA - NIFA ) that focuses on enhancing sustainable agriculture across the US and its territories and protectorates. The SARE program is comprised of four regions with Montana State University serving as the Host Institution for the Western region. With an annual budget of ~$10 million, Western SARE provides support to farmers, ranchers, researchers, extension agents, ag professionals and consultants, and graduate students, through a system of competitive annual grants, professional development training, and outreach. Each year, Western SARE awards approximately 70-90 new multi-year awards and manages upwards of 230 active subaward agreements.

To learn more about Western SARE please go to: Western SARE (https://western.sare.org/)

Duties and Responsibilities

Monitor and regularly reconcile Western SARE’s accounts (~50 active indices)

+ Investigate erroneous charges and follow up with appropriate departments to resolve the discrepancy.

+ Follow up on encumbered expenses that have not cleared (over 60 days).

Work effectively in Chrome River, SmartBuy and other MSU systems:

+ Work with Western SARE staff to prepare and submit pre-travel authorizations and post travel expense reports.

+ Produce expense reports for p-card ( MSU credit card) charges on behalf of Western SARE staff.

+ Prepare and submit Hospitality Approval Forms in advance of all official Western SARE meetings (minimum three in-person meetings per year); work in collaboration with the appropriate staff members to produce accurate meeting cost estimates; ensure meeting costs are reasonable and in compliance with MSU and federal policy; promptly respond to questions.

+ With input from the appropriate team member, prepare contracts and payments in SmartBuy.

Provide excellent customer service to Administrative Council (AC) members, Technical Review Panelists and other Western SARE stakeholders by:

+ Promptly processing non-employee travel reimbursements:

+ Collect travel-related receipts and documents.

+ Securely collect W-9/W-8BEN form, when needed.

+ Complete travel reimbursement form and payment requests; route for signature and submit for payment.

+ Track reimbursement payments and follow up with appropriate campus departments on any delays.

+ Serve as liaison between MSU University Business Services/Accounts Payable and traveler(s).

Other Accounting Functions:

+ Prepare expense reports, as requested, and summarize programmatic costs.

+ Prepare and route payment requests for various vendors and Western SARE stakeholders.

+ Assist with tracking subaward closeout and ensure internal records match closeout statement.

+ Assist with preparing and routing payment requests for invoices submitted by Western SARE subrecipients.

+ Serve as back up to Accounting Analyst (subrecipient invoicing).

+ Prepare and submit corrections (e.g., journal vouchers, finance corrections, abatements).

+ Maintain and promptly update internal records and electronically file documents in compliance with MSU and sponsor policy.

Other duties:

+ Provide support to the Fiscal Manager (subaward initiation, subaward amendments, maintaining files, etc.).

+ Provide general office support and serve as a back-up for other positions when needed.

+ Attend weekly Western SARE staff meetings, monthly all-staff meetings and other required meetings as scheduled.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s Degree in Accounting or another closely related field and demonstrated. progressively responsible fiscal work experience with an emphasis on monitoring and reconciling fiscal records, or an equivalent combination of education and/or experience.

+ Demonstrated experience interpreting, communicating, and maintaining compliance with policies and procedures.

+ Demonstrated experience researching, compiling, analyzing and interpreting financial information and preparing reports.

+ Demonstrated experience and proficiency with accounting software packages and spreadsheets including Microsoft Word and Excel.

+ Demonstrated experience managing multiple projects simultaneously.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Proficiency in MSU software, such as Banner, SmartBuy, ChromeRiver, and CatBooks.

+ Experience working with Federal grant programs, particularly USDA ; familiarity with OMB Uniform Guidance

+ Familiarity with subaward and contracting processes.

The Successful Candidate Will

+ Demonstrate a commitment to quality with high attention to detail, performing detailed tasks with a high level of accuracy.

+ Organize and prioritize heavy workloads, meet 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 and as part of a team.

+ Establish and maintain productive and positive working relationships with a varied range of personnel both internal and external to the organization; effectively liaison with associated MSU departments and units.

+ Represent Western SARE , the College of Agriculture and MSU in a professional and courteous manner.

+ Be flexible and willing to learn and become proficient in new software, programs and processes as needed to successfully perform job duties.

+ Respectfully, professionally and clearly communicate with colleagues, campus personnel and Western SARE stakeholders in person, over the phone and via email.

Position Special Requirements/Additional Information

Continuation of employment is contingent upon availability of funding.

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 completion of a successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on May 26, 2025; 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.