Fiscal Technician II

Apply now Job no: 508258
Classification:Fiscal Technician 2
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:Facilities Services
Location: Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

Facilities Services seeks a dynamic individual interested in working in a challenging environment on all aspects related to Warehouse fiscal operations. The incumbent will possess a positive, can-do attitude, and be a self-starter with strong attention to detail, excellent organizational skills, and the ability to work and communicate well with a diverse population.

Duties:

10BANNER ACCOUNT INFO SYSTEM: Use Banner to create purchase requisitions, encumbrances, and blanket purchase orders. Create, maintain, track, and receive over 200 purchase orders annually. Approve purchase orders for payment. Heavy data entry of purchase orders, requisitions, and invoices. Approve and forward over 5,000 invoices to Accounts Payable. Establish and receive Direct Pays. Verify accuracy of receipt of items.Essential
10CHARGE RECONCILIATION, PAYABLE AND REVENUE/SALES AND POSTING: Perform daily reconciliation of all charges incurred through Facilities Services Warehouse. Review and solve problem invoice listings sent from Accounts Payable. Compile reports daily for the Budget office. Timely preparation and distribution of miscellaneous receivable billings, reconciling reports, and review analysis to determine necessary action required to collect.Essential
10CONTRACTUAL SERVICES/ADMINISTRATION: Monitor all functions of Contractual Services such as water, heat, sewer, phones, vehicles, and Lenel card access billing. Total encumbrances exceed $2.8 million annually. Encumber funds to correct accounts, ensure proper payments, evaluate invoices to make sure that we are being charged correctly, monitor usages to report any misuse or loss and provide utility usages upon request by management.Essential
20WAREHOUSE MANAGEMENT SYSTEMS: Analyze and prioritize work requests. Interpret and evaluate scope of work and provide planning assistance to requester as needed. Proficiency and accuracy of accounting is crucial for the extraction of information used by management to track transfers and invoices.Essential
40PURCHASING: Purchasing buyer for the Facilities Services Warehouse procurement activities. The FS Warehouse processes over 10,000 special orders and 200 purchase requisitions annually in excess of $8 million. Develop bid specifications necessary for the purchase of the requested parts and materials. Research critical replacement parts for a University research campus with existing systems and find source of supply. Place orders with vendors on blanket purchase orders and credit cards. Maintain security and integrity of credit cards. Maintain an excellent rapport with local and non-local vendors. Prepare purchase requisitions with specifications and complete/accurate description of items. Issue limited purchase orders and maintain LPO ledger. Accountable to auditors for proof of proper purchase, receipt, and payment of goods.Essential
5INVENTORY: At fiscal year end/beginning: Manage and prioritize incoming work requests and evaluate for possible postponement into next fiscal year. Evaluate all open material requests for possible completion and closure or roll into new fiscal year database, code accordingly, or to complete an immediate purchase for items deemed necessary in current fiscal year. Participate in annual inventory count process.Essential
5RECORDS MANAGEMENT AND FILE MAINTENANCE: Adhere to records retention schedule for all file maintenance systems, e.g., hard copy documents including invoices, transfers, purchase orders, special orders, Federal DEC mandated Material Safety Data Sheets (MSDS) records management, and completed work information.Essential

 

Knowledge of automated accounting systems, and electronic spreadsheets.
Knowledge of accounting system functions or procedures (e.g. accounts receivable, accounts payable, program and activity codes).
Ability to understand fiscal and purchasing policies, rules & regulations.
Knowledge of GAAP (Generally Accepted Accounting Principles)
Analytical and problem solving skills.
Verification, monitoring and reconciling skills.
Ability to resolve issues.
Ability to maintain accounts and data.
Intermediate computer and spreadsheet skills; experience in Word and Excel.
Ability to multi-task and prioritize projects.
Detail-oriented and excellent organizational skills.
Ability to communicate effectively, both orally and in writing.
Skilled in providing excellent customer service.
Ability to maintain files.
Knowledge of collection and refund procedures.
Ability to work well under stressful situations with deadlines.
Ability to work effectively in a fast paced environment and as part of a team.

Preferred knowledge, skills or abilities for this position:
Demonstrated knowledge of University of Alaska fiscal and purchasing policies, rules, and regulations.
Demonstrated skill and knowledge of Banner or similar database system.
Advanced knowledge in accounting practices.
Extensive experience with purchasing/warehouse operations.
Knowledge of UAF facility operations.

Special skills/knowledge needed for this position:                                                                                                                           Knowledge of computer programs and operations including Microsoft Office Suite.
Knowledge of other specialized computer systems and multi-line phone systems.
Knowledge of University Policy & Regulation.
Familiarity in maintenance terminology.

General Supervision:                                                                                                                                                                  Supervisor provides continuing or individual assignments;indicates generally what is to be done, limits, deadlines and priorities. Additional instructions given for new/unusual assignments. Employee uses initiative in carrying out recurring assignments. Supervisor assures technical accuracy and compliance with instructions or established procedures.

 

The FS Warehouse processes approximately 10,000 special orders and 200 purchase requisitions annually in excess of $8 million. The majority of time in this position is acting as a purchasing buyer for the Facilities Services warehouse procurement activities.  Additionally, this position develops bid specifications necessary for the purchase of the requested parts and materials, researches critical replacement parts for a University research campus with existing systems and finds a source of supply, places orders with vendors on blanket purchase orders and credit cards, and maintains security and integrity of credit cards all while maintaining an excellent rapport with local and non-local vendors.  Additional duties include daily reconciliation of all charges incurred through the FS Warehouse, participate in annual inventory, file maintenance and records management.

Minimum Requirements: The successful candidate will have a minimum of one year relevant experience, or an equivalent combination of training and experience.

INTERNAL APPLICANTS ONLY.

To be considered for this position please apply before the review date November 21, 2017, 11:55pm.  Anticipated start date, January 8, 2018.

Advertised Salary: Grade 76/Step 1 - $19.15/hr.  Non-Exempt Full-Time Regular. Benefits Eligible.

If you need assistance applying to this posting, please contact UAF Office of Human Resources at 907-474-7700.

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

Probationary Period:  Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment.   During the probationary period, employment may be terminated for no reason or any reason.  Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:  It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF.  The policy can be located at:  http://www.uaf.edu/chancellor/policy/04.07.010/

Tobacco-Free Campus:  UAF Campus is a tobacco-free campus.  For more information, please go to: http://www.uaf.edu/tobaccofreecampus/

Notice of Nondiscrimination:  The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at www.alaska.edu/nondiscrimination

Advertised: Alaskan Standard Time
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