General Summary:
In conformance with University policies and procedures and working with University automated systems, the Facilities Fiscal Assistant will evaluate and manage the procurement of approved services and goods, including Facilities Warehouse stock, required by Facilities Department staff to enable them to operate and maintain campus facilities and utilities. The incumbent will also manage accounts payable and accounts receivable, including refunds, reimbursements, and interdepartmental recharges; and will develop appropriate and modern systems for maintaining accurate and up-to-date records of all fiscal business and files of related documents and providing reports of same, as needed.
The incumbent will act as the Department’s primary financial and administrative process liaison with the Procurement Department, Controller’s Office, and Office of Budget and Financial Planning, as well as with other University departments, vendors, contractors, consultants, and other entities; will actively participate in the development of operating budget projections and directly monitor spending and revenue against projections; and periodically, and as needed, will perform reconciliations and analyses and prepare reports. The incumbent will perform other data-gathering and analytic functions as required to support and improve the efficiency and effectiveness of the Department’s fiscal operations, including utilizing a work management system to ensure that costs for work performed and equipment utilized is allocated accurately and timely to applicable work orders (currently 15,000 work orders per year).
Examples of Duties:
- Procure approved services and goods, including Facilities warehouse stock, required by Facilities Department, to enable the operation and maintenance of campus facilities, grounds and utilities; work with department as necessary to specify services and goods requested in internal requisitions that have received all required Facilities Department approvals; enter requisitions into the University’s BuyWays purchasing system and work with the Procurement Department and others as necessary to answer questions and resolve problems so as to achieve timely issuance of purchase orders;
- Assist Department staff with information and advice on relevant Procurement policies and on statewide and other competitive procurement contracts that could meet department needs with greater efficiency or cost-effectiveness;
- Develop and maintain complete and up-to-date systems and files on purchase orders, payments, invoices in process and paid and related procurement, spending, and accounting activities and provide status reports to appropriate Facilities Department staff; monitor spending against purchase orders and promptly advise relevant department staff of any apparent needs for increase or decrease in purchase order amounts;
- Work with the Warehouse inventory module of the Department’s TMA work management system and with department staff to identify Facilities warehouse stock items that should be re-ordered, as well as items that should be discontinued, to maintain appropriate stock levels; provide information and analysis to support the identification of all warehouse stock that correspond to preventive maintenance or repair protocols for specified building systems and equipment to ensure, among other things, that the stock is maintained at required par levels;
- Assist in the development and implementation of processes, including written procedures, flow charts, digital forms, and multi-user databases, to improve accuracy, efficiency, and control in Department fiscal operations;
- Develop and maintain a database of detailed information on the department’s operating budget, including prior and current fiscal years; perform analysis in support of the development of the department’s current and future fiscal year operating budget projections and multi-year forecasts, including operating budget impacts of capital projects; periodically monitor actuals against budgets, including budgets for individual facilities department-managed capital and non-capital project, and promptly advise relevant department staff of variances that exceed appropriate tolerances;
- Perform analysis, as required, in support of the development of the University’s biennial Capital Plan and quarterly updates of the Capital Plan;
- Develop and maintain a database of detailed information on the department’s service contracts and other fixed or recurring costs; assist in the preparation of required service contracts and other documents, including documents required to establish vendors in the University’s automated vendor file, and work with vendors as necessary to ensure timely and accurate completion of all required documents; work with department staff as necessary to obtain timely approval of properly payable vendor invoices received for services and goods and resolve any problems with invoices or other issues affecting vendor payment; work as necessary with vendors to achieve fulfillment of orders for goods;
- Perform periodic reconciliations of all accounts and ad-hoc research into historical procurement and spending activity; assist in the preparation of audit responses; process transactions in the University’s PeopleSoft Finance system, such as budget adjustments and journal entries;
- Provide information on services and goods spending activity for input into the department work management system; perform periodic reconciliations of PeopleSoft Finance accounting system and work management system data;
- Work with Facilities Department staff to maintain accurate and up-to-date inventories of movable equipment and motor vehicles and to obtain and maintain motor vehicle registrations;
- Communicate actively with Facilities Department staff, the Procurement Department, Controller’s Office, Office of Budget and Financial Planning, and other University departments, vendors, and other external entities (such as the State Comptroller and Operational Services Division) as necessary to accomplish Facilities Department business in a timely and successful manner;
- Provide information and analysis on a range of fiscal topics as required ad-hoc for specific Department management decision-support; and assist in the preparation of presentations for senior management;
- Perform other duties as assigned.
Qualifications:
Bachelor’s Degree and a minimum of one-three years of full-time or equivalent part-time, professional experience in accounting, financial auditing, or business management/analysis is required.
Preferred Qualifications:
- Bachelor’s Degree in business preferred.
- Previous experience performing budgeting, procurement, accounts payable/receivable and bookkeeping functions for a business, institution or government agency in a business unit with a budget in excess of $10 million, preferred.
- Previous fiscal experience performed in facilities, construction, or property management business preferred.
Knowledge, Skills, and Abilities:
- Thorough knowledge of Microsoft Office, as well as other administrative, financial and procurement database systems and applications;
- Thorough knowledge of, and ability to apply, the principles and techniques of fiscal and administrative management, including office practices and procedures;
- Knowledge of the principles and practices of accounting including terminology;
- Working knowledge of one or more commonly-used accounting database applications, PeopleSoft Finance system preferred;
- Ability to understand and prepare financial reports for audit purposes;
- Ability to maintain a thorough working knowledge of all pertinent policies and procedures and apply to all areas of work;
- 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, accounts, and ledgers;
- Ability to understand, apply and explain the laws, rules, regulations, policies, and procedures governing assigned unit activities;
- Ability to perform mathematical calculations using formulae to solve accounting problems;
- Ability to gather information by examining records and documents and through questioning individuals;
- Ability to maintain accurate records;
- Ability to write concisely, to express thoughts clearly and to develop ideas in logical sequence;
- Ability to communicate effectively both orally and in writing;
- Ability to exercise sound judgment;
- Ability to exercise discretion in handling confidential information;
- Ability to establish and maintain harmonious working relationships with others;
- Ability to work in a team setting, as well as independently;
- Ability to give written and oral instructions in a precise, understandable manner;
- Strong organizational skills and attention to detail, accuracy, and completeness of work;
- Strong analytical skills, with the ability to apply them to fiscal activities and information;
- Strong commitment to customer service.
Application Instructions:
Please apply online with your resume, cover letter, and list of three professional references.
Review of candidates will begin following the application closing date.
Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 7 business days of the posting. All other candidates will be considered after that period.
Salary Ranges for the appropriate Pay Grade can be found at the following link: