TBR | The College System of Tennessee

Title: Capital Outlay Accountant

Employee Classification: Executive/Admin & Managerial

Institution: System Office

Department: Finance

Campus Location: Tennessee Board of Regents System Office

Job Summary

This position is responsible for assisting in the management of the fiscal responsibilities of the capital outlay program. This includes assisting vendors, personnel in TBR Facilities, personnel at TBR campuses, and personnel at State agencies with fiscal transactions of the capital projects program and providing various accounting summary reports as needed. The position reviews all program, capital outlay, and capital land budgets and ensures accurate entry in the State’s accounting system, Edison. Additionally, this position determines the accuracy of all fiscal entries in the Facilities project tracking system, PITS, and reconciles PITS to Edison.

This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville, TN) at the employee's expense.

Job Duties

• 25% - Review of designer and general invoices and construction payment applications for compliance with policies and to determine appropriate project and coding in the Project Information Tracking System (PITS) and Edison. Obtain required approvals from project managers. - (Essential)
• 5% - Approve invoice vouchers in Edison - (Essential)
• 5% - Review inter-unit journal entries in Edison for appropriateness and accurate coding in PITS. Enter into PITS to obtain required approvals from project managers. Complete TBR portion of entry for approval by Director of Capital Outlay. - (Essential)
• 10% - Prepare letters approving local payments by institutions. Prepare invoices and notifications to the institution. Reconcile payments received to outstanding invoices. Process journal entries in Edison for payments received. - (Essential)
• 10% - Review and monitor purchase requisitions for compliance with bidding and state procurement polies. Initiate purchase orders for contracts, supplements and approved requisitions. - (Essential)
• 5% - Determines the funding source, availability of funding, and accuracy of capital obligations by reviewing State Building Commission minutes. Initiates obligation journal entries in Edison to establish project budgets. - (Essential)
• 5% - Manage and monitor institution local funding by initiating required LGIP account contracts, review obligations from local funds to ensure funding in LGIP accounts is adequate, request necessary transfers to LGIP accounts, and completing requests for inter-unit journal entries in Edison for transfers and deposits. - (Essential)
• 10% - Complete complex project cost reconciliation, accessing Edison reports and source systems from AR, AP and GL modules to confirm entries and obligations are correctly reported in Edison and PITS. - (Essential)
• 5% - Review PITS archive approval report to confirm that all receivables are collected and that the project and the institution’s LGIP account can be closed. - (Essential)
• 10% - Assists vendors, personnel in TBR Facilities, personnel at campuses, and personnel at State agencies with capital transactions and provides various accounting summary reports monthly and annually. - (Essential)
• 5% - Prepares necessary retainage and other documents, performs vendor maintenance and other tasks as required - (Essential)
• 5% - Other duties as assigned. - (Marginal)

Minimum Qualifications

• Bachelor’s Degree with a major in accounting or related field
• Minimum of 3 years of accounting experience

Preferred Qualifications

• Experience in accounting for large construction projects
• Experience working in accounting or auditing in a college, university, or state government
• Experience in accounting or auditing at a TBR institution
• Experience with Edison or similar ERP system

Knowledge, Skills, and Abilities

• Ability to communicate effectively in both written and oral form
• Ability to establish priorities and meet deadlines
• Attention to detail
• Experience with Windows Application including Microsoft Excel, Microsoft Word, and PowerPoint

Physical Demands / Working Conditions