Financial Support Specialist

Posting Details

Classification Information

Position/Classification Title Administrative Support Spec

Classification Type SHRA Position required to work during periods of adverse weather or other emergencies: N - Not Mandatory Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Years Experience, Skills, Training, Education

Three (3) or more years experience in accounts payable.

Experience working with computerized accounts payable and purchasing systems.

Required License or Certification

Position Overview

Primary Purpose of Position

The primary purpose of this position is to apply accounting policy and procedures for processing and researching invoices. This position is responsible for collaborating within the Facilities and across the University in an effort to resolve invoice issues. This position provides solution driven support to Facilities (housekeeping, skilled trades, central transportation, and housing maintenance, heating plant, grounds, warehouse and physical plant administration). Position reviews and creates encumbrance reports for all departments in Facilities. Position works with both accounting and purchasing to resolve highly complex issues.

Primary Function of Organizational Unit

Financial Affairs is responsible for insuring the fiscal integrity of Facilities Office whose operating budget exceeds $18M. This organizational unit provides accounts payable, purchasing and budgeting services to Facilities and department units that include Physical Plant, University Engineers, EHS (Environment, Health, and Safety), Property Management.

Work Hours 8:00 AM - 5:00 PM; Monday - Friday

Key Responsibilities and Related Competencies

Required Competency Knowledge - Program

Duties

Demonstrates in-depth knowledge of accounts payable process and policies.

Maintains the fiscal integrity of accounts payable system by reviewing all invoices generated for accuracy of codes to be credited to the purchase order number, amount and adherence to University and departmental policies and procedures.

Insures the continued operation of services through the timely processing of invoices.

Serves as a liaison between vendors and accounts payable.

Issues emergency purchase orders and verifies need for same in the absence of financial manager.

Monitors and compiles weekly report encumbrances for supervisors and managers.

Approves purchase order in Aggie Mart in Financial Managers absence.

Assist with purchasing in the absence of administrative support specialist.

Prioritizes work based budgetary needs.

Encourages departmental supervisors to submit accurate and timely approval of invoices.

Required Competency Problem Solving

Duties

Resolves and/or develops recommendations for various issues and problems in regards to invoicing.

Interprets policies and procedures pertaining to accounts payable.

Serves as a resource for others in resolving non-standard issues and problems.

Coordinates and facilitates solutions with other team members.

Works with staff to research encumbrances and determine status of work to be done.

Determine that all purchase orders are closed out at year end.

Required Competency Information/Records Administration

Duties

Reviews invoices for completeness and accuracy prior to processing.

Maintains accurate records of all expenditures.

Maintains files at all time for researching vendor payments and prevent possible double payment.

Recommends changes when needed in filing of financial records.

Purges files at year end.

Maintains files based on University retention policies.

Required Competency Office Technology

Duties

Utilizes University's financial packages (i.e. Banner, Aggie Mart) to facilitate verification of on-line requisitions, review of vendors paid daily, status of purchase orders and requisitions; systems are also used to research vendor data and verification of Facilities budgets.

Position Information

Working Title Financial Support Specialist

Competency Level Journey Position Number 009824 Recruitment Range $31,200 - $40,134 FLSA Non-Exempt Position Type Staff Appointment Type Permanent - Full-time FTE If Time Limited, Appointment Length Organizational Division Asst VC Bus & Fin/Facilities Organizational Location VC for Business & Finance Organizational Unit AVC of Facilities - Finance

Posting Detail Information

Posting Number SHRA2137

Open Date 01/19/2023 Close Date 01/30/2023 Special Instructions to Applicant

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits include the following and more available to permanent employees;

Accrued Vacation and Sick Leave

Community Service Leave

Blue Cross Blue Shield of NC – Health Benefits

NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more

11-12 Paid Holidays

Teachers and State Employees Retirement System (TSERS)

Optional Supplemental Plans – 401k, 403b, 457b and 457

Employee Assistance Program (EAP)

Campus Recreation Center Discount

University Bookstore Discount and more

Supplemental Questions

Required fields are indicated with an asterisk ().

Do you have previous work experience in finance, accounting and/or budgets?

Yes

No

Please indicate your years of experience in accounts payable?

1-5 years

5-10 years

10+ years

None

Please indicate your proficiency in Banner:

None

Some

Moderate

Skilled

Please indicate your skill level with Microsoft Excel.

None

Some

Moderate

Skilled

How did you hear about this employment opportunity?

Public Job Posting

Internal Job Posting

Agency Referral

Advertisement/Publication

Personal Referral

Website

Other

If you selected "Other" please provide the name of the resource here.

(Open Ended Question)

Applicant Documents

Required Documents

Resume

Cover Letter

Optional Documents

Certificate of Release or Discharge from Active Duty (DD-214)

Other Document