Staff Assistant, Procurement & General Ledger Accountant

Job Description General Statement of Duties: The Staff Assistant for the Business Office helps with purchasing and procurement in support of the Academy's financial operations. Duties and Responsibilities: Responsible for coordinating and monitoring the requisition process. Reviews requests submitted by Academy personnel for the purchase of supplies and services for accuracy, completeness, GL coding based on the State Classification Handbook, and compliance with procurement law. Prepares monthly purchase order lists and reviews with departments for adjustments, outstanding invoices, and closeouts. Works with accounts payable to discuss variances and discrepancies. Administers approval settings within Colleague and the self-service system for budget and requisition submission access. Assists faculty and staff with purchasing questions and resolving problems. Maintain files for contracts, W-9 forms, verify and set up new vendors in the ERP system. Assign vendors based on business structure to 1099-misc forms, annually reviews 1099-misc lists and files with the IRS. Conducts construction and large procurements of goods and services following internal control, Federal, and State policies. Identifies through the requisition review process inventoriable items, prepaid, and fixed asset purchases. Ensures Compass Group Meals Book, Prepaid, and Fixed Asset schedules are up-to-date with supporting documentation. Supports the maintenance of the WASP inventor system. Ensures assets are recorded accurately and supporting documentation is added. Works with departments on inventory audits based on WASP inventory reports to verify existing assets, conditions, and tags. Records journal entries, performs reconciliations of general ledger accounts, assists with month-end and year-end closings, and assists with annual year-end audit planning and preparation. All other duties, as assigned. Qualifications and Requirements: Bachelor's degree in Accounting, Finance, Business Administration or related field. 3+ years in general ledger accounting in an education business office environment. Familiarity with accounting or ERP software Must be detail-orientated, possess strong organizational skills with the ability to multitask, meet deadlines, and maintain accurate records. Aptitude to take initiative, work independently and as a team, and use problem-solving skills. Must demonstrate personal integrity and commitment to ethical business practices. Ability to exercise sound judgment as well as discretion in handling confidential information. Ability to understand and adhere to Academy policies and procedures. Excellent customer service and communication skills and the ability to deal tactfully with others. Preferred Qualifications: Experience with state procurement law Company Description Massachusetts Maritime Academy is a top-ranked, fully accredited, four-year, co-educational state university with 7 undergraduate degree programs focusing on science, engineering, technology, math and business that are highly regarded in the domestic and international maritime industry and its related business sectors. Located at the western end of the scenic Cape Cod Canal, MMA is an hour’s drive from the thriving urban communities of Boston, MA and Providence, RI and offers easy access to beautiful Buzzards Bay and the pristine beaches of Cape Cod, Martha’s Vineyard and Nantucket. The Academy offers generous benefits packages and competitive salaries commensurate with qualifications and experience. Benefits Core Benefits Pension Eligible 10 year Vesting (ORP optional) Medical (eight different options) (Pretax) CVS Caremark Prescriptions Dental / Vision Discount through Union or Dept Of Higher Ed Basic Life and AD&D Insurance Paid Family Medical Leave Long Term Disability 403(b) Retirement Plan Smart Plan Deferred Comp Liberal sick and vacation time and paid holidays Free parking Additional Benefits Hinge Health Flexible Spending Accounts (FSA) Dependent Ca…

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