Operation associate

About the Opportunity

Under the direction of the Director of Facilities, the Fiscal Operations Associate will perform a variety of duties to support the direction, management, and administration of the fiscal and procurement operations of the Planning, Real Estate, & Facilities Division by :

• Engaging with the Project Controls, Operations & Services and Capital Projects teams on complex financial, budgetary, and other relevant administrative functions.
• Researching and resolving inquiries from internal teams and external stakeholders.
• Providing monthly expenditure reports to managers to support their financial performance, meet their budget goals, and pay their vendors within the University guidelines.
• Supporting managers by providing leadership, training, and materials for procurement of goods and services.
• Managing monthly GIA upload in e-Builder to ensure trades operations expenditures are processed against capital projects.
• Partnering with Accounts Payable and Procurement teams (P2P) to test new processes prior to system-wide implementations.
• Participating as a team member to recommend and implement internal business process improvements related to budget management and accounting / fiscal operations that follow university established processes, policies, and procedures.

MINIMUM QUALIFICATIONS

Bachelor's Degree in an accounting, finance, or business-related field with 3 years of relative work experience and at least 2 years of supervisory experience required.

In lieu of a degree, candidates with 7 years of related work experience will be considered.

• Has working knowledge of and experience with Microsoft Office Suite including advanced excel skills.
• Has working knowledge of and experience with Banner Financial / Workday Financial Management, construction project management software like e-Builder and electronic document management software such as Meridian.
• Understands general principles of accounting and best practices.
• Must be able to work independently on difficult and complex tasks with the ability to make sound decisions to resolve differences.
• Must be able to organize and prioritize workload, be proactive in identifying items that can be actioned without supervision and be proactive in follow-through.
• Excellent verbal and written communications skills with the ability to articulate concepts and ideas.
• Strong skills in organization, problem-solving and personal interactions are required.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

PROCUREMENT OPERATIONS & ANALYSIS

Division liaison and key contact for internal PREF employees and their vendors / contractors.

• Prepare and maintain report that accurately tracks all service and trade purchase orders and spending history.
• Review invoices for major contract expenses (cleaning and waste removal), verify prices, and track monthly expenses, ensuring expenses stay within budget.

Work directly with managers and vendors to problem-solve invoice discrepancies.

• Supervise payment of PREF invoices (approximately 12,000 annually); respond to vendor inquiries when needed; cancel and reissue payments when necessary.

FISCAL OPERATIONS

Provide skilled support to the Director of Facilities in processing monthly GIA uploads by :

• Analyzing fuel reports to ensure accuracy, prepare monthly statements for distribution to end users, and process reimbursements to ensure departments are charged correctly for fuel consumption.
• Verifying allocation of operational expenses to project plant funds.
• Auditing Public Safety Detail overtime expenses related to operational and plant fund projects for accuracy.
• Reviewing credits for trades (electrical, sign, carpentry, etc.) projects throughout the university.
• Balancing Facilities electronic journal voucher debits / credits and maintaining storage of electronic journal vouchers and supporting documentation.

TRAINING

• Facilitate training for PREF users on Meridian document management software to enable colleagues to view their purchase orders / requisitions, invoices, and payments.
• Streamline PREF expense reporting process and facilitate Concur training that supports AMEX expense reporting as well as self-reporting reimbursement requests.

The expected hiring range for this position is USD $66,560 to USD $83,335, based upon the position’s scope and responsibilities.

Position Type

Finance

Last updated : 2024-05-01

Salary : $66,560 - $83,335