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Position Details

Position Information

Announcement Number STAFF - VA - 26061

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 1.0

Benefits Eligible Eligible

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

Contract Type Classified Salary

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)

+ Ensures encumbered expenses have cleared and, when needed, investigates and resolves erroneous charges; prepares and submits corrections (e.g., journal vouchers, finance corrections, abatements).

Subrecipient Invoice Processing

+ Receives, reviews and processes invoice payments via Banner Payment Authorizations (BPAs) for over 180 active subawards; verifies expenditures align with the approved budget and are in compliance with State, Federal, University System and Grant Agency policies, guidelines, and procedure; tracks cost overruns and ensures indirect costs recovery is correct.

+ If errors are identified, promptly follows up with the invoicing entity, clearly describing the necessary revisions and/or backup documentation needed; works to ensure invoices are corrected and re-submitted in a timely manner.

+ Monitors subrecipient invoicing, subaward end dates, and final report approvals and sends notifications: when invoicing is infrequent; when final invoices have not been received.

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

+ Promptly processing non-employee travel reimbursements: collects travel-related receipts and documents; completes travel reimbursement form and routes payment requests.

Work effectively in Chrome River, SmartBuy, and other MSU systems in order to act as backup to other staff when needed.

Other Accounting Functions & General Duties:

+ Sets up and maintains sub/accounts in internal accounting system.

+ Prepares and routes payment requests for various vendors and Western SARE stakeholders.

+ Maintains and promptly updates internal records and electronically files documents in compliance with MSU and sponsor policy.

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

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

+ Review Chrome River reports.

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 August 11, 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.