Primary Function:

Manage accounts payable processes, controls, and systems for Facilities Management in conjunction with the Purchasing & Procurement and the Contract & Services operations.

This position works with considerable independence and self-direction. Only the general direction and scope of the work to be accomplished are discussed with the supervisor.

Position Appointment Details:

• Career Band: NE10
• Hourly position
• Full-Time
• This is a Term position. The duration of the term will be established at the time of hire.

Typical Duties & Responsibilities:

• Establish new vendors and contractor accounts - obtain W-9s, verify insurance meets University standards when applicable, enter into FM and Special Projects databases, and forward to Accounts Payable for check processing.
• Issue contracts or purchase orders according to the FM purchasing and contract guidelines - confirming documentation to be utilized, accounting codes, obtaining necessary signatures, providing vendors/contractors with the necessary documentation, and providing notices to proceed when needed.
• Issue contracts or purchase orders for Special Projects - under the direction of the project manager and the purchasing and contract guidelines established for FM.
• Process invoices for payment - review against issued purchase orders or contracts for accuracy, review of accurate accounting codes, obtain needed signatures, close purchase orders, and confirm billing details in FM and Special Project systems, deliver to Treasurer's Office for payment of invoice.
• Review monthly statements - confirm with vendors or contractors receipts of payment and resolve any discrepancies.
• Process purchase card statements - review against issued purchase orders, review of accurate accounting codes, obtaining needed signatures, and closing purchase orders.
• Obtain and process receipt copies, match and update accounting codes in the purchase card system, and submit for approvals.
• Issue Form 19s for payment of refunds for rental housing deposits, check requests for motor pool and university tag renewals, etc.
• Issue journal entries for billing, interdepartmental charges, corrective budget entries, etc.
• Manage all electronic document systems and paper filing systems as required by the University including all audit control documents - including petty cash, inventory records, and rental security deposit records.
• Manage petty cash - provide required reconciliations, and replenishment.
• Manage electronic invoice software and site.
• Manage electronic signature approval software and site and manage the approvals flow via the CMMS system.
• Initiate, assign, and close work orders within the CMMS system as needed or as related to independent services functions.
• Compile internal and external billing reports at prescribed intervals for submission to the Financial and Administration Departments.
• Print monthly budget reports and billing reports for the FM Business Manager from both Banner Financial and Self-Service.
• Provide technical support to staff and technicians in the use of iPads, computers, phones, office equipment, and e-mail.
• Provide support for the Contract and Services Administrator position.

Facilities Management supports the University and the larger community with a variety of services. The Administrative Services staff supports the nine-member management team and nineteen trade groups/ divisions needed to achieve those objectives as well as providing primary support functions independent of those groups. As such, each administrative team member must be able to effectively perform all duties and responsibilities of each of the other administrative team members,

General duties:

• Perform other tasks for Facilities Management including but not limited to the issuance of work orders for maintenance requests, preventative maintenance, and projects.
• Cross-train and back up other FM Administrative Services positions and duties.
• Perform other FM support functions or projects as directed by the manager or supervisor.
• Support Business Manager of Facilities Management, as it relates to department services or objectives.

Judgment Required:

Performance of the essential duties of this position is dependent upon independent ingenuity and developmental efforts.

Machines & Equipment Used:

General office equipment used in this position.

Budgetary Responsibility:
Analyzes budgetary data and develops budget proposals.

Personal Interaction/Communication:

• Student Contact: Undergraduate students daily Graduate students daily Potential graduate students seeking admission.
• Internal: Faculty, staff, administration, department heads, committees, and any university employees daily.
• External: Visitors, parents, community members, regents and trustees, vendors, suppliers, government officials and agencies, contractors, service providers, and other institutions and colleges.

Education:

• Bachelor's degree preferred with emphasis in Accounting,
• Experience in place of degree.
• High school diploma or equivalent required.

Experience:

• 5 years of demonstrated general accounting experience.
• 3 years of office management, general clerical, and secretarial experience.
• Banner and Banner Financial experience preferred but not required.
• Excel and Word documents are required.

Job-Related Skills:

• Superior communication and time management skills.
• Must have the ability to function effectively and efficiently in a fast-paced, high-energy environment with emotionally sensitive and high-pressure situations.
• Ability to pay excellent attention to detail required due to considerable documentation needs, as well as government and legal regulations/considerations.
• Excellent, demonstrated organization skills.
• Ability to set priorities for self and manage own time, effort, and activities.
• Must be able to work well with a variety of individuals within a group setting and be a team player.

Confidential Information:

• Student record – notification of acceptances, withdrawals, etc.;
• Faculty employment, notification of terminations, transfers, etc.
• Financial and budget information;
• Application data;
• And other departmental records necessary to perform tasks.

Working Environment:

Office and warehouse facilities

Physical Requirements:

• Must be able to stand for extended periods of time,
• Must be able to walk for extended periods of time,
• Must be able to climb (many stairs, ladders),
• Must be able to push and/or pull objects,
• Must be able to use feet for repetitive tasks,
• Must be able to use hands for repetitive tasks,
• Must be able to lift between 11-20 pounds (Light work),
• Must be able to carry between 11-20 pounds (Light work)