Salary : $4,702.53 – $5,224.27 Monthly
Location : Cheyenne, WY
Job Type: Full Time
Job Number: 2023-01222
Department: 027-State Construction Department
Opening Date: 06/20/2023
Description and Functions
Open Until Filled
GENERAL DESCRIPTION:
Accounting/AiM Assistant works in the SCD Operations division that handles the processing of payments, contracts, and encumbrances. Also works to process items in the AiM database – a separate system that houses financial information on capital construction and Major Maintenance projects. Maintains and balances the WOLFS and AiM databases to keep both systems current and correct.
Human Resource Contact: Jennifer Erickson/307-275-5114/Jennifer.Erickson1@wyo.gov
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.
- Maintain and balance 64 Major Maintenance budgets for entities statewide with a total budget of 162,093,261. Monitor contracts and POs for SCD Major Maintenance currently valued at 7,464,594. Provide fiscal control and ensure that budgets are applied correctly to fiscal documents. Initiate requests for budget transfers. Enter BGP92 budget documents to move money to other budgets or set up new budgets as needed for budget revisions and tracking purposes.
- Evaluate, approve, and process fiscal documents for accuracy in vendor, service dates, invoice date and number, amounts, budget, object/sub-object coding, and payment under the correct contract and provide required documentation.
- Ensure that all state and agency accounting policies and procedures are followed, in addition to legislative and statutory requirements.
- Prepare payment, procurement, correction, and encumbrance documents using the Wyoming On-Line Financial System (WOLFS) for assigned divisions and agencies. These include RQS, MSC, PO, GAX, PRC, GEM, IET, CR, and DC documents.
- Initiate requests for budget transfers and liquidations, and reversions.
- Process Vendor Management Forms working as a liaison between vendors and SAO to ensure vendors are being added to the SOLFS system in a timely manner.
- Assist with creating spreadsheets for each major maintenance budget and project. Monitor major maintenance projects once the contract is signed and the appropriate budget is determined. Enter the RQS into WOLFS and follow all procurement rules. Once Procurement has issued a Master Service Agreement (MSA), a Master Service Contract (MSC) needs to be entered, and payments made off of that MSC are entered and run as PRCs. The contract and payments for all major maintenance projects are tracked in both WOLFS and AiM and the two systems must be kept in balance.
- Process Major Maintenance Payment Applications and Consultant Invoices entered into the AiM database. Verify that the project in AiM has budget money on the component lines and project. Complete, approve, and process in AiM and process payment documents, GAX, or PRC as dictated by the nature of expenditure in WOLFS. Submit GAX or PRC, scan, and upload in AiM. Notify project managers that payment is ready for review. Review construction contracts in AiM and verify and process all change orders. Verify construction budget line amounts in AiM. Make budget revisions if necessary, ensuring the correct funding sources and accounting lives are used to encumber the funds and make adjustments in the component account setup if needed. Finalize and encumber the funds in AiM. Update the AiM database with all Major Maintenance Budgets and projects. Ensure that the WOLFS and AiM databases are in balance.
- Reports: Create fiscal reports on all major maintenance budgets, specific major maintenance projects, contracts, and expenditures for division administrators, project managers, and fiscal personnel in departments supported by SCD. These fiscal reports must reconcile with fiscal data in WOLFS and in AiM. Fiscal reporting must be done on all major maintenance appropriations, current budgets, awarded contracts, expensed amounts, and unobligated funds.
- Contact person for Major Maintenance questions and assistance for processing contracts and change orders, payment applications, consultant invoices, external charges, and inter-departmental transfers.
- Create fiscal reports on all Major Maintenance Budgets for JAC< LSO, and State Building Commission which includes the Governor, elected officials, and representatives.
- Work in conjunction with the Operations Accountant on inventory, fixed assets funded through Major Maintenance, new vendor requirements, and WOLFS updates, change, and implementation of new procedures.
Qualifications
PREFERENCES:
WOLFS experience, specifically with the knowledge to enter and understand the functionality of the following documents: RQS, MSC, GAX, PRC, and IETs.
The ability to build and manipulate spreadsheets to capture data, make projections, and track information
Willingness to learn new systems and processes.
KNOWLEDGE:
- Extensive knowledge of the WOLFSADV 4 system and the AiM database system.
- Proficient in Excel.
- Knowledge of basic accounting and business processes.
- Knowledge of procurement procedures and internal control processes.
- Knowledge of state government and state and federal laws, rules, regulations, and statutes.
- Planning and prioritizing tremendous workload while maintaining good working relationships with other internal divisions and outside agencies.
- Requires innovation and initiative along with effective communication skills.
- Must have the ability to research and analyze with professional integrity.
MINIMUM QUALIFICATIONS:
Education:
Bachelor’s Degree (typically in Finance)
Experience:
0-2 years of progressive work experience (typically in Finance) with acquired knowledge at the level of an Accountant
OR
Education & Experience Substitution:
3-5 years of progressive work experience (typically in Finance) with acquired knowledge at the level of an Accountant
Certificates, Licenses, Registrations:
None
Necessary Special Requirements
PHYSICAL WORKING CONDITIONS:
- Office Setting
NOTES:
- FLSA: Non-Exempt
Supplemental Information
027-Wyoming State Construction
Click to view the State of Wyoming Classification and Pay Structure.
URL:
The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.
Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.
There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces and clean air, great recreational opportunities, and no State income tax to mention a few! In addition, the State of Wyoming offers State employees a very generous benefits package. Please for more information on the State of Wyoming employee benefits*.
For additional information on living in the state of Wyoming please
01
(AA) Which of the following best describes your highest completed level of education to date or within the next three (3) months? (Transcripts may be required.)
- High School Diploma/GED/or Equivalent
- Some college Coursework, No Degree Received
- Associate’s Degree
- Associate’s Degree and additional coursework
- Bachelor’s Degree
- Bachelor’s Degree and additional coursework
- Master’s Degree
- Master’s Degree and additional coursework
- Doctorate Degree
- Doctorate Degree and additional coursework
- None of the Above
02
(AA) Which of the following Quarter/Semester credit hours best describes your completed college education to date or within the next three (3) months? (Transcripts may be required.)
- 45+ Quarter hours/30+ Semester hours
- 90+ Quarter hours/60+ Semester hours
- 136+ Quarter hours/91+ Semester hours
- 180+ Quarter hours/120+ Semester hours
- 225+ Quarter hours/150+Semester hours
- N/A
03
(FIAC08) Which of the following best describes your work experience in Finance? Experience definition: (This experience includes: Financial experience.)
- No experience, but am willing to learn.
- Less than one (1) year of relevant experience.
- One (1) to less than two (2) years of relevant experience.
- Two (2) to less than three (3) years of relevant experience.
- Three (3) or more years of relevant experience.
04
Do you have background or previous work experience in WOLFS?
- Yes
- No
05
Do you have the ability to use spreadsheets to capture data, make projections, and track information?
- Yes
- No
06
Do you have the willingness to learn new systems and processes?
- Yes
- No
07
(A) Where did you hear about this opportunity?
- Goverment jobs www.governmentjobs.com/careers/wyoming
- Indeed
- Zip Recruiter
- Wyoming Workforce Center
- Other job sites (Wyoming at Work, Monster, etc.)
- Social Media (Facebook, Twitter, etc.)
- Newspaper/Newsletter Advertisement
- Career Fair
- Human Resourses Division
- Friend or Acquaintance (Not State Employee)
- Current State Employee
- Other
08
(A) If you selected “Current State Employee” please provide the employee’s first and last name, and include the department they work for, if known. This employee may be eligible for a Referral bonus.
09
(A1) If you selected Other, please tell us where you heard about this opportunity.
10
(AA) VETERANS’ PREFERENCE DISCLOSURE: PER WYOMING STATUTE, current employees of the State of Wyoming are not eligible for veterans’ preference. If you are not a current employee of the State of Wyoming, to be eligible to receive veterans’ preference you MUST have been a resident of the State of Wyoming for a period of one (1) year or more at any time prior to submitting this application. I have read and understand the veterans’ preference disclosure.
- Yes
- No
- I am not a veteran
11
(AA) VETERANS’ PREFERENCE: If you are a war veteran as defined in section 101, Title 38, United States Code or are the surviving spouse of a war veteran who receives survivor benefits from the federal government based on the veteran’s military service, and wish to claim veterans’ preference, please attach the appropriate documentation substantiating your claim. Indicate below your appropriate veterans’ preference status. By requesting veterans’ preference, you are certifying that you meet the statutory requirements as described in the above disclosure.
- Current State Employee
- Veteran – DD214 Attached
- Disabled Veteran (10% or more) – DD214 and Veteran’s Disability Determination Attached
- Surviving Spouse of a Deceased Veteran – DD214 and proof of Survivor Benefit Attached
- None of the above
12
(AA) Please be advised that an incomplete application WILL NOT be considered for employment. An attached resume’ is not required and is not an acceptable substitution for a completed application. Some State of Wyoming agencies use E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities at https://www.uscis.gov/e-verify.I have read and understand the above statement.
- Yes
- No
Required Question