Accountant III, Capital Planning & Maintenance ...

Fitchburg State University, United States

Updated: 23 days ago
Location: Fitchburg, MASSACHUSETTS
Job Type: FullTime
Deadline: 05 Apr 2024

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. We invite you to learn more about us and how we can help you achieve your educational goals.

Institutional Diversity and Social Justice

Fitchburg State University embraces a commitment to diversity, inclusion, belonging and social justice. We encourage individuals from historically underrepresented groups to apply and also those who can contribute to diversity, inclusion and equal opportunity in higher education through their teaching, research and mentorship.  


Job Description:

General Statement of Duties and Responsibilities: The primary function of this position is to assist the Associate Vice President of Capital Planning and Maintenance (CPM) with coordination of procurement, projects, accounts payable, reporting and budget transactions. Supports the CPM team with day to day transactions related to procurement, accounting & budgeting for departmental needs.

Detailed Statement of Duties and Responsibilities:

  • Serves as the primary procurement and budget liaison for all areas of Capital Planning & Maintenance in conjunction with the direction from the AVP of CPM.
  • Run and analyze reports from Banner, data management applications and other software systems; review reports for trends to determine the impact on spending for the AVP; examine and analyze past budgets, transfers and other related data as needed.
  • Monitor and maintain department(s) budget records including budget transfers, deposit vouchers, income and expense adjustments, expenditure records including open encumbrances, prepares payment requests and journal entries into appropriate systems in a timely fashion for all capital related projects.
  • Assist with state agency report requests, including entering information into various databases as it pertains to CPM, Capital Projects and financial management.
  • Prepare reports related to capital spending, reconciliations of cash, transfers of activity between various asset categories and expenditure balances to balances in other state administrative and or accounting systems.
  • Role coordinating and working closely and in conjunction with other units, particularly Financial Services.
  • Will assist and serve as a backup for the CPM Admin II related to P-card management and basic preparing requisition, purchase orders, receipt of goods and services, invoice reconciliation, and other financial support areas.  
  • Prepare data, reports, schedules and analysis of capital assets for the annual financial audit and or external organizations (e.g., DHE, Sightlines, etc.)
  • Interpret state and federal laws as it relates to bid / RFP procedures and state purchasing regulations including MMARS (Massachusetts Management Accounting & Reporting System) & CommBuys (state's electronic marketplace), remain current with processes and procedures.
  • Post Request for Purchase and bids as required in adherence with state guidelines.
  • Possess working knowledge of statutory requirements of M.G.L c. 149, labor and industries, competitive bid processes, M.G.L. c. 30 Section 39M for Public Works Construction Materials Contracts as well as Prevailing Wage Laws and Certified Payrolls.
  • Monitors capital projects/contracts to ensure conformance with financial constraints, grant and or ISA requirements, & federal & state regulations, provides data to the CPM team.
  • Assists with soliciting and preparing request for quotes/proposals, invitation for bid, advertising/postings, publication of bidder questions/university responses, receipt of bid responses, prepares bid tabulations, bid openings, purchase requisitions, contracts, etc.
  • Prepares for approval Capital Project documents such as bids, purchase/change orders, contracts, Notice to Proceed, contractor/designer invoices, etc. for accuracy & completeness. Maintains procurement/project files for all construction projects and CPM activities with all pertinent documents.
  • Works with CPM staff to respond to public records requests regarding construction procurement and contracts in coordination with Public Records Officer.
  • Respond to written and oral inquiries and provide routine information concerning CPM as it relates to budgeting/procurement functions.
  • Other duties as assigned to support the CPM division.


    • Requirements:

    Qualifications Required at Hire:

  • Knowledge of the principles and practices of accounting, procurement, budgeting including bidding and contract management and terminology.
  • Knowledge of the methods of general report writing.
  • Ability to analyze and determine the applicability of accounting data, to draw conclusions and to make appropriate recommendations.
  • Ability to read and interpret documents such as financial reports, contracts, bids, and specifications
  • Ability to understand, apply and explain the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
  • Ability to perform mathematical calculations using formulae to solve problems.
  • Ability to follow oral and written instructions.
  • Ability to gather information by examining records and documents and through questioning individuals.
  • Ability to understand, explain and apply the laws, regulations and procedures related to procurement and budgeting.
  • Ability to manage multiple tasks, independent worker, attention to detail, organized.
  • Working knowledge of various software programs, including Google Suite, MS Word, Excel.
  • Ability to accurately and efficiently data enter and proofread names, numbers, codes, etc.
  • Ability to establish and maintain harmonious relationships with students, employees, and public and maintain confidential information.
  • Must be able to satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check), a SORI and a background check satisfactory to the university.
  • Ability to perform the duties of the above position with or without reasonable accommodation.

    • Qualifications Acquired on Job:

  • Knowledge of state Procurement processes and procedures.
  • State and federal guidelines.
  • Knowledge of MMARS, CAMIS, Banner and Crystal.

    • Minimum Entrance Requirements: A minimum of 3 years' experience in accounting, procurement, capital planning/budgeting or related field with strong working knowledge of project management, accounting.

    Preferred: Five or more years' experience with a proven record performing more expansive responsibilities with accounting, procurement and budgeting; work experience may be substituted for educational requirements.

    License and/or Certification Requirements:

    MA Certified Public Purchasing Official (MCPPO) Certifications in 1) Public Contracting and 2) Design & Construction Contracting required within 12 months from hire. Candidates must obtain certification for continued employment.


    Additional Information:

    This is a full-time, benefited, non-exempt position. The position is governed by the AFSCME/1067, Council 93 Collective Bargaining Agreement. The agreement outlines the grade and step compensation model with an annual salary of $59,960.94 which is non-negotiable in adherence with the CBA. hours are Monday through Friday from 8:30am-5pm. The application deadline is April 5, 2024.

    Fitchburg State University offers a competitive benefits package that includes:

    • a choice of 9 different pre-taxed, health insurance plan options
    • competitive retirement plan
    • life insurance up to 8x the annual salary
    • long-term disability coverage
    • dental insurance
    • accrued vacation and sick days 
    • personal days
    • paid holidays 
    • tuition remission for self, spouse, and dependent children
    • and more...

    We are an equal opportunity/Affirmative Action Employer. Members of traditionally underrepresented groups are strongly encouraged to apply.
    Here at Fitchburg State University it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.  


    Application Instructions:

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