UAA Shared Services - Travel & Procurement Specialist
Apply now Job no: 517925
Classification:Fiscal Technician 3
Work type: Staff Full-time
Administrative Unit:University of Alaska Anchorage
School/Business unit:VCAS Shared Services
Shared Services at the University of Alaska Anchorage is seeking a highly motivated and organized individual who enjoys working in a fun and fast-paced environment. The successful candidate will have excellent oral and written communication skills, the ability to handle multiple priorities and deadlines, a willingness to learn, and the drive to improve processes or create efficiencies.
Remote/telework is possible within commuting distance of Anchorage, with some in-office work required for collaboration meetings, etc.
•Accounts Payable – reviews invoices for accuracy and forwards for approval to pay; research variances; prepares signature cards; processes honorariums and direct pays; processes subject payments; collects IRS documents; tracks and reconciles accounts; maintains accounts payable records according to university policies.
•Accounts Receivable – prepares deposits reconciliation forms for cashiering, prepares invoices for interdepartmental transactions and interdepartmental research service center activities.
•Expense transfers – identifies needed transfers; prepares and submits transfer forms for approvals and routes for processing.
•Financial Analysis: Data and Trend Analysis – prepares and creates reports using Banner Toad Reports, Q-menu, Vista and Institutional Research data.
•Foundation – manages new donations and deposits which SW fund/gift services manage; processes and tracks all incoming donations, gifts, pledges and scholarships; reconciles foundation accounts; prepares budget revisions; coordinates UA Foundation and UAA OSP approvals.
•Provides monthly soft-ledger reconciliation and account balances to departments; explains purpose and allowable expenses. Essential
2% OFFICE AND WORK SPACE SUPPORT
•Support office-related equipment (copiers, printers, etc.); purchase office supplies Essential
•Complete short form contract with Determination of Honorarium Status Form, Independent Contractor Statue Determination Form and IRS W-9 following guidelines on Procurement website. Certificate of Need for restrictive specifications – complete form, obtain signatures and submit to Procurement. Enter requisition in Banner. Essential
•Reconciles Procard charges; advises pro-card users on policies & procedures as needed; performs pro-card purchases on behalf of department; prepares and submits documentation with pro-card statement; maintains digital and paper files.
•Requisitions/purchase orders: enters requisitions in Banner, submits backup documentation to Procurement; works with faculty and staff to prepare and collect documents required for purchasing; coordinates IT/FERPA/procurement review for software purchases; prepares JVs and backup documentation for interdepartmental purchases.
•Representational/Non-representational expenditures – processes form for approval, attaching receipts for payment following guidelines found on the Procurement website . Essential
•Prepares and obtains approvals for Travel Authorizations, ascertains correct accounting information enters travel data into internal financial management databases. Uses department travel credit card to purchase tickets and prepares supporting documentation.
•Advises traveler on travel regulations and policies, conducts pre-audit of travel documentation; prepares expense reports. •Reviews travel expense reports for completeness and submits for final approval.
•Track process of electronic travel system to ensure timely workflow of travel requests.
•This responsibility includes complex group travel, travel to remote locations both in Alaska and in the circumpolar Arctic, and international travel from multiple funding sources.
•Applies both university and grant travel policies and regulations and ensures traveler’s compliance with them.
•Acts as main point of contact for faculty and staff working with the electronic travel system (Concur). Essential
•Performs other related duties incidental to the work described.
•Cross-trains with and serves as backup to other fiscal staff. Essential
Shared Services at the University of Alaska Anchorage is seeking a full-time, Travel & Procurement Specialist. The position will be led by the Certified Research Administrators and assist with restricted fund pre- and post-award duties such as purchasing, travel, etc.
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. Research and database skills. Ability to work with complex systems and accounts. Ability to establish effective working relationships while maintaining high ethical standards. Ability to meet deadlines under stressful situations. Ability to lead.
One year of college coursework in Accounting or related field and two years of relevant experience, or an equivalent combination of training and experience. The position will be led by the Certified Research Administrators and assist with restricted fund pre and post award duties such as purchasing, travel, etc.
Required Education or Training:
One year of college coursework in Accounting or related field and two years of relevant experience, or an equivalent combination of training and experience.
Attach the following documents to your application: - Cover letter that addresses how you are a good fit for this specific position - Current resume - List of three professional references with contact information for each
This position is a full-time, term-funded, Non-Exempt, Grade 77 ($21.81 an hour, DOE), 12-month position, complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage. Visit our UA Benefits website at: https://alaska.edu/hr/benefits/
Additional benefits include: Wellness Program as well as Flexible Spending Accounts and Health Savings Account. Holiday, Annual, Sick, Family Medical Leave (FML), and Leave Share. Tuition Waiver and Alaska 529
is possible within commuting distance of Anchorage, with some in-office work required for collaboration meetings, etc. Remote/Telework
This is an open until filled recruitment with the initial application review taking place on September 29, 2021. To ensure your application is considered, apply by 11:55 pm on Tuesday September 28, 2021.
Reasonable Accommodation Statement:
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.
Affirmative Action Statement:
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
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.
Public Disclosure Statement:
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Tobacco-Free.
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Advertised: Alaskan Daylight Time 14 Sep 2021
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