Campus Pride Jobs

Job ID 12387 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Job Description POSITION OBJECTIVE Working under general direction, perform complex and diverse accounting, payroll, and administrative activities in a manner that insures complete and accurate accounting of all transactions and facilitates the smooth operation of administrative functions. Provide financial and administrative support in the office of Business and Finance (B&F) for the Campus Planning and Facilities Management division. ESSENTIAL FUNCTIONS Monitor the purchasing and payment activities of the division. Participate in meetings related to major division supply and service contracts (i.e., Custodial, MRO, Facilities, utilities, etc.), as requested. Assist in processing contract documents through the university system (i.e., division users, General Counsel, Procurement Services) and with the vendors to insure timely and thorough completion. Participate in the implementation of vendor's on-line ordering system and train division users. Monitor related billing and usage patterns and notify management as appropriate. Serve as a liaison between the Purchasing and Accounts Payable Offices and division directors, supervisors, and staff. Track vendor performance and compliance throughout the duration of division contracts when requested. Prepare purchase requisitions, travel reimbursements and payment requests for approval. Responsible for the timely processing of invoices for payment. Assist division purchasers in resolving issues with vendor invoices or payments. Investigate payment issues raised by vendors. Monitor division Purchase card usage activity and compliance for appropriate charges and receipt of invoices. Resolve disputes with vendors and bank. (40%) Process, review, approve, and audit non-exempt division payroll and time activity for over 100 full time employees. Review, calculate, and process payroll information and employment documents; verify cost center, maintain sick and annual leave and other payroll records. Reconcile payroll transactions and audit against established internal control systems. Assist management in preparing related forecasts and budgets. Track overtime usage and provide related updates to management. Serve as an informational resource of Human Resources policies and procedures for division supervisors and staff. (25%) Prepare, monitor, and maintain key accounting information for the division. Reconcile expense statements, operating and reserve accounts, and distribute statements to appropriate members for review. Collect, forecast, and budget financial data and analyze. Assist in the preparation of expense and revenue forecasts, annual operating budgets, and three-year operating budgets. Prepare adjustments and supporting documentation for the fiscal year-end close. Prepare on-line journals of diverse and complex service-related cost recovery, special event and project related costs, major maintenance, and utilities management. Prepare routine entries and post financial transactions. Reconcile monthly expenses and income to financial reports. (15%) Train internal staff and external contacts in the general understanding of university purchasing, payment, and expense tracking procedures. Perform timely and accurate billing of work orders, cross-charges, journals, and external billings. Implement necessary financial internal control systems and audit transactions (i.e., purchases, procurement card purchases, reimbursements, etc.). Track and monitor utilities consumption information using the university utility bill management programs. Monitor facilities maintenance stock inventory on a quarterly basis. Monitor invoice payments for accuracy and timeliness. Generate related reports, as needed. Provide data to the controller's office for indirect cost recovery analysis. Calculate accruals for fiscal year-end close. R