Utility & Project Accounting Specialist

ANNOUNCMENT OF POSITION VACANCY FLSA Status: United States of America (Exempt) Compensation: $55,000 Commensurate with education and experience. Excellent health and retirement benefits package: Click here for more information! SECTION I - OUR VALUES CULTIVATE OUR VISION AND CULTURE At CMU, we believe in acting from a foundation of goodwill. This belief gives us the courage to form meaningful relationships, embark on joint endeavors and take risks in the pursuit of new possibilities. It’s this courage that enables the Mavily to explore new ways of thinking and doing, knowing that there is no perfect solution, no perfect idea. From this place of humility and courage, we’ve built a culture of resilience. We invest in the future by continuously adapting to change, overcoming challenges, and seizing new opportunities. We recognize that change is constant, and our resilience allows us to embrace it with confidence. Endless curiosity drives us to approach the unexpected as if it were expected, seeing opportunities for discovery and renewal in every challenge. In this community rooted in love and dignity, curiosity thrives, leading to endless opportunities for growth and advancement. Inspired by the soul of the West—the spirit that our region embodies—we emerge as a force for positive change, harnessing our collective power to build a Human Scale University that reflects our values and brings to life our shared vision of the world we aspire to create. Colorado Mesa University Core Values Love - Extending oneself for nurturing the growth of self and others Dignity - Respecting the intrinsic value of each person and believing that others act from a foundation of goodwill Courage - Taking risks in the pursuit of new possibilities Humility - Suspending one’s ego and pride to recognize that no idea is perfect and being open to the input of others Resiliency - Investing in the future by adapting to changes, overcoming challenges and pursuing Opportunity Curiosity - Cultivating awe and exploring the unknown Power - The strength to act collaboratively with individual agency to achieve our goals SECTION II – THE SEAT At CMU, we look at every position as a seat. Every seat is vital and the individual in the seat contributes significantly to our mission of providing an affordable and accessible education and forming meaningful and mutually enriching partnerships that support the well-being and vibrancy of our community. As a human centric organization, a priority is to ensure we have the “right seats” in our organization, and that the expectations, ownership and accountabilities are defined and communicated clearly for the success of the individuals holding the seats. The Utility and Project Accounting Specialist provides comprehensive financial, accounting, compliance, reporting, and administrative support for University utility operations and capital project activities within Facilities Services. This position serves a dual role with responsibility for both utility accounting and management functions and project accounting and contract administration functions. The position supports utility budgeting, billing, metering, energy reporting, regulatory compliance, and vendor management while also providing financial oversight and accounting support for capital construction, controlled maintenance, and deferred maintenance projects. Working closely with Facilities Management, Procurement Services, contractors, consultants, utility providers, and University stakeholders, this position ensures accurate financial management, regulatory compliance, timely payment processing, contract administration, audit readiness, and reporting across all assigned utility and project activities. OVERVIEW AND ROLE SCOPE OF TEAM AND/OR TASKS Utility Accounting and Utility Program Management Serve as the primary point of contact for all University utilities on all University campuses Ensure accurate and timely entry of all utility invoices into WorkDay for payment; reconcile all utility accounts to ensure proper, timely payment; research and resolve discrepancies Maintain online utility vendor accounts to facilitate timely access to invoices, statements, account status, and payment status Review and monitor all monthly utility bills and accounts for unplanned overages, outages, and missing usage; resolve issues through identifying and resolving maintenance, meter, or personnel issues Provide quarterly utility budget-vs-actual and forecasting reports for utility use and cost; assist with development of annual utility budgets, utility cost projections, and long-range utility expenditure forecasts Calculate tenant utility charges, prepare and distribute monthly utility invoices, and collect/deposit payables from tenants; track payments and report on revenue Submit applications for utility rebates; track, validate, document, and generate reports on utility rebates Scan and upload all utility statements, invoices, setup requests, disconnect requests, OH-UG changes, and documentation to SharePoint Utility Metering, Analytics, and Sustainability Compliance Manage the SkySpark account and smart meters; coordinate with Iconergy to troubleshoot meter outages and data discrepancies; perform regular meter updates and upgrades; coordinate smart meter installation in new and existing facilities Collaborate with the IT academic departments to continue the development of a utility accounting database and analysis tool Manage utility setup and disconnect for all University properties; maintain documentation for new, renovated, and demolished properties Maintain the University ENERGY STAR Portfolio Manager account, including the addition of new sites, updating data for existing sites, uploading current energy use and cost data, validating energy and water data, performing annual reporting in the State of Colorado BEAM Building Owner Portal, applying for annual building waivers, and ensuring compliance in all areas mandated by the State of Colorado Building Performance program Assist with summer and winter shutdown processes as requested Project Accounting, Contract Administration, and Procurement Support Ensure adherence to University fiscal rules and State financial regulations in all procurement and payment processes for utilities and projects Serve as the primary point of contact for the University for vendors and contractors on financial, compliance, and documentation matters Coordinate with Payment and Procurement Services to onboard and orient new contractors Encumber and maintain all project contracts in WorkDay Support contract development, execution, amendment, and closeout processes Support compliance with Colorado State Building Program documentation and procurement guidelines Construction Payment Administration Review contractor pay applications for accuracy and compliance; validate fund, account, and encumbrance; obtain final CMU signatures and enter into the financial system for payment Track pay applications for all contracts, ensure timely processing and payment, and resolve discrepancies Monitor pay application submission and coordinate with contractors to ensure timely submission of pay applications and supporting documentation Generate and execute all final contract change orders in preparation for encumbrance close; close or roll encumbrances per internal controls Complete Notice of Contractor Settlement advertisement and facilitate retention release Capital Project Financial Management and Compliance Provide day-to-day accounting support for capital construction, controlled maintenance, and deferred maintenance projects Assist project managers with budget and expenditure tracking, year-end budget reporting, balance availability, and project payment reconciliation throughout the project lifecycle Prepare and distribute project financial reports, budget status reports, and expenditure summaries for project managers and leadership Monitor project funding availability, expenditures, commitments, and cash flow throughout the project lifecycle Reconcile project budgets, expenditures, encumbrances, and financial records to ensure accuracy and compliance Maintain project documentation to support audit readiness and response to CORA requests Provide documentation, reporting, and support for internal and external audits related to utilities, construction projects, contracts, and financial transactions Develop and maintain financial procedures, documentation standards, and internal controls supporting utility and project accounting activities Manage project data and payroll approvals in LCPTracker to support compliance with prevailing wage and workforce requirements Coordinate project financial closeout activities, including final reconciliations, capitalization documentation, and transfer of completed projects to fixed assets in accordance with University and State accounting requirements Assist with capital asset reporting and documentation related to completed construction and renovation projects Perform final commissioning and owner information verification activities at project closeout ROLES Utility Accounting and Utility Program Management Utility Metering, Analytics, and Sustainability Compliance Project Accounting, Contract Administration, and Procurement Support Construction Payment Administration Capital Project Financial Management and Compliance ACCOUNTABILITY TO RESULTS Utility billing accuracy Rate – 90% Utility metering, analytics, and sustainability compliance – 100% Project Accounting, contract administration, and procurement support – 95% Construction payment administration – 100% Capital project financial management and compliance – 95% CORE PROCESSES Owned: Utility Accounting and Utility Program Management Utility Metering, Analytics, and Sustainability Compliance Construction Payment Administration Contributor: Project Accounting, Contract Administration, and Procurement Support Capital Project Financial Management and Compliance Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. DISCLAIMER - This position description is only a summary of the typical functions of this seat, and not an exhaustive list of all responsibilities and areas of accountability. CAPACITY REQUIREMENTS The individual occupying this seat must possess the capacity to effectively manage multiple priorities while maintaining a high level of accuracy, professionalism, and accountability. Success in this position requires the ability to balance routine operational responsibilities with long-term project support across numerous concurrent initiatives. The successful individual demonstrates the ability to: Manage multiple projects, deadlines, and competing priorities with minimal supervision while maintaining exceptional attention to detail. Analyze financial, operational, and utility data to identify discrepancies, trends, and opportunities for process improvement. Exercise sound judgment and independent decision-making within established University, State, and regulatory guidelines. Learn and effectively utilize multiple financial, facilities, utility, and project management software systems. Communicate professionally and effectively with University leadership, faculty, staff, contractors, consultants, utility providers, government agencies, and external stakeholders. Interpret contracts, procurement requirements, financial policies, utility regulations, and technical documentation with accuracy. Maintain confidential financial and contractual information while exercising discretion and professionalism. Develop, organize, and maintain detailed financial, contractual, and project documentation supporting audit readiness and regulatory compliance. Adapt to changing priorities, evolving regulations, and shifting project schedules while maintaining consistent productivity and service. Work collaboratively across multiple departments while building positive working relationships with internal and external partners. Anticipate issues, proactively identify solutions, and continuously improve financial and administrative processes. Maintain a high degree of organization while managing recurring operational tasks alongside large capital project activities. Demonstrate strong customer service skills when responding to utility vendors, contractors, tenants, project managers, and University stakeholders. Consistently exercise initiative, accountability, and ownership over assigned responsibilities while contributing to the overall success of Facilities Services. ESSENTIAL EXPERIENCE FOR RIGHT FIT Essential Capabilities (Minimum Qualifications) Bachelor's degree in Accounting, Finance, Business Administration, Construction Management, or a related field; or an equivalent combination of education and progressively responsible experience. Three (3) years of professional experience in accounting, financial management, project accounting, utility accounting, contract administration, or a closely related field. Demonstrated experience managing complex financial data, reconciling accounts, preparing budgets and financial reports, and ensuring accuracy across multiple funding sources or projects. Experience interpreting and applying financial policies, procurement procedures, contracts, and regulatory or compliance requirements while maintaining strong internal controls. Proficiency using enterprise financial systems (such as Workday, PeopleSoft, Banner, or similar), Microsoft Excel, and other business software to analyze data, generate reports, and manage financial transactions. Preferred Qualifications Experience supporting capital construction, facilities management, higher education, government, or public-sector financial operations, including project accounting and contract administration. Experience with utility management systems, ENERGY STAR Portfolio Manager, SkySpark, LCPTracker, SharePoint, or similar utility, energy management, or construction compliance platforms. Professional certification (CPA, CMA, PMP, or related credential) and/or experience with utility budgeting, sustainability reporting, prevailing wage compliance, or capital asset accounting. LANGUAGE SKILLS The language skills include: Ability to read, analyze and interpret general written materials, professional journals, technical procedures, or government regulations. Ability to write reports and prepare and conduct verbal and visual presentation of materials. Ability to effectively present information and respond to questions from top management, public groups, and board of directors. REASONING ABILITY Strategic and analytical reasoning skills are necessary. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the individual is frequently required to stand, walk, sit, and talk or hear. The individual must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this position include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those the individual in this position will encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual typically performs the duties of the job in an open office setting. The noise level in the w