Finance and Procurement Specialist

University of Alaska
January 26, 2023
Contact:N/A
Offerd Salary:$20,000
Location:N/A
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Finance and Procurement Specialist
  • Job Number: 523660

  • Classification: Fiscal Technician 4

  • Grade: Grade 78

  • Work type: Hybrid, On Campus, Remote, Remote within Alaska, Staff Full-time

  • Administrative Unit: University of Alaska Anchorage

  • School/Business unit: UAA VCAS Shared Services

  • Location: Anchorage

  • Categories: Business/Accounting/Finance

  • Position Summary:

    Are you ready to join our dynamic team of Fiscal Technicians where you can grow and develop your career? We'll help you position yourself as a trusted source for high quality and customer friendly procurement and accounts payable services. Our customer's are the University's colleges, departments and administrative units. This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.

    Duties:

    10Oversee Shared Services fiscal techs to ensure appropriate funding (fund/orgs) and track in soft ledgers. Maintain credit certificates and discount records. Act as resource for questions regarding travel and as a backup to fiscal techs in Concur securing authorization, bookings, and expense reports.Essential

    40Procurement Assist college associate dean(s), director(s), department chairs, faculty and divisional staff on procurement policies and procedures and approvals. Requisitions/purchase orders – enter requisitions in Banner, submits backup documentation to Procurement; work with faculty and staff to prepare and collect documents required for purchasing. Contracting – Complete short form contract with supporting forms as needed listed on Procurements website. Enter requisition in Banner. ProCard –advise pro-card users; perform pro-card purchases on behalf of department and non-cardholders; coordinate IT/FERPA/procurement review for software purchases; reconcile divisional staff procard transactions, prepare -card statements. prepare JVs and backup documentation for corrections or interdepartmental purchases. Representational/Non-representational expenditures – process form and supporting documents for approval. Works with Shared Services Research Administrators to determine allowability and allocability of project purchases. Determines appropriate method of purchase, including requisition, procurement credit card, petty cash. Determines required documentation for special purchases such as catering, representation, special events and ensures timely preparation and approvals. Prepares all purchase requests for review and approval, ensuring that supporting documentation, including PI approval and justification if purchased on a grant, is complete, accurate and auditable. Uses procurement credit card to make a wide variety of purchases with budget authority up to $20,000. Records all purchasing data into internal financial soft ledgers for course fees and department budgets.Essential

    45Finance Fiscal Trainer – Identify and coordinate budget training needs of Shared Serivce staff to include unrestricted fund management reporting, budget and purchasing and travel procedures. Accounts Payable – prepare invoices, review for accuracy, research variances, prepare signature cards, process honorariums and direct pays; reimbursements, subject payments, collect IRS documents, track and reconcile accounts; prepare transfers/JV's, maintain accounts payable records according to university policies. Accounts Receivable – prepare deposits reconciliation for cashiering, prepare invoices for interdepartmental transactions and interdepartmental research service center revenue Financial Data and Trend Reports – prepare and create reports using Banner Toad Reports, Q-menu, Vista and Institutional Research data. Foundation support–process and track all incoming donations, gifts, pledges and scholarships; reconcile foundation accounts; prepare budget revisions; coordinate UA Foundation and UAA Office of Sponsored Programs (OSP) approvals. Provide monthly soft-ledger reconciliation and account balances to departments/divisions; explain purpose and allowable expenses. Research support -Assist Shared Services Research Administrators with OSP transactional post award support: budget revisions, journal voucher, labor redistribution, effort reporting, procurement, pro-card reconciliation, sub-award, match accounts, third party in-kind, and signature cards. Provide updated College level monthly soft-ledger to RA's.Essential

    5Other – Perform other related duties incidental to the work described. Cross train with and serve as back up to other shared services fiscal staff.Essential

    Knowledge, Skills, Abilities:

  • Advanced knowledge in specialized funding specific areas.
  • Advanced knowledge of applicable policies, rules and regulations.
  • Ability to work with the most complex systems and accounts.
  • Advanced internet and research skills.
  • Advanced knowledge of automated accounting systems, and electronic spreadsheets.
  • Funding specific knowledge (e.g. grant processes, grant account reconciliation, unrestricted accounts, private funds) and/or knowledge in specialized areas.
  • In depth knowledge of accounting system functions or procedures (e.g. accounts receivable, accounts payable, program and activity codes).
  • Knowledge of and ability to interpret fiscal and purchasing policies, rules and regulations and explain processes and procedures to client group.
  • Research and database skills.
  • Ability to work with complex systems and accounts.
  • Ability to establish effective working relationships both in person and remotely while maintaining high ethical standards. Ability to meet deadlines under stressful situations. Ability to lead or supervise.
  • Typical Experience:

    Accounting experience including budget management and planning, financial statement preparation, cash audit/handling and reconciliation as well as collections and accounts payable and receivable. Knowledge of GAAP and spreadsheet experience required.

    Required Education or Training:

    Associate's degree in applied Accounting or related field and three years of relevant experience, or an equivalent combination of training and experience. Bachelor's degree preferred.

    Salary Information:

    This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 78, based on education and experience.

    Special Instructions to Applicants:

    This recruitment is open internally to current UA employees or those otherwise eligible to apply to internal postings.

    Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

    Review of applicants will begin immediately, to ensure full consideration you must apply by 01/26/23.

    To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

    The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

    UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www. alaska.edu/nondiscrimination

    The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

    Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

    If you have any questions regarding this position, please contact Cathy Hviid, Business Services Manager, at [email protected] or 907-786-0535.

    Advertised: 18 Jan 2023 Alaskan Standard Time Applications close: 26 Jan 2023 Alaskan Standard Time

    Apply now

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