Toolik Field Station Fiscal and Logistics Assistant
Classification:Fiscal Technician 3
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Institute of Arctic Biology
Categories: Business/Accounting/Finance, Other, Research/Science/Grants
Toolik Field Station is a remote scientific research station located 360 road miles north of Fairbanks on the rural Dalton Highway. The population of the station can vary from 3 to 150 residents at a time, coming from all over the world. This position supports the residents and staff at the station from the Toolik support offices located on the UAF campus. The position is full-time, based in Fairbanks Alaska.
10General finance: Complete Labor Redistributions, JVs and JPays to correct accounting errors as needed. Helps compile and edit the yearly NSF finance report. Reviews and creates spending reports when requested.Essential
15This position answers telephones, fields questions, maintains office equipment and supplies, maintains storage areas, does courier runs and helps shuttle staff and science users around campus and town, and generally supports other tasks needed in the efficient operation of the office and Toolik Field Station. This position provides project assistance to research groups using Toolik Field Station and communicates and coordinates with projects working out of Toolik Field Station on issues relating to the reservation process, billing, travel, transportation, logistics, and procurement. This position forwards messages and requests for information in time sensitive environment. This position is also responsible for agenda organizing and occasional leading of staff meetings. This position creates many of the logistics and business office SOPs, as well as a majority of the required forms sheets, and excel tables distributed to users and staff.Essential
15This position Coordinates travel requests, approvals, reservations, expense reports, and reimbursements for temporary staff travel to and from Fairbanks, and for regular staff to attend meetings and conferences both within the US and internationally, and other travel as outlined. This position will assist senior staff with coordinating and making travel arrangements for meetings and special events.Essential
20Recharge revenue collection: Create, send and log outgoing invoices for userdays, fuel, miscellaneous purchases, and remote access for external customers. Prepare, log and track JVs and FUPLOADS for userdays, fuel, miscellaneous purchases, and remote access for internal customers. This position must maintain accurate records for institutional and funding agency reporting.Essential
35Procurement & Procards: Pay regular, recurring bills with procard or by receiving in Banner when appropriate. Regularly procure items under $4,000 with a procard. Reconciler for multiple custodial and personal procards. Maintain and update an online order sheet. Print, distribute, track, review, and file monthly procard statements and corrections for all Toolik cardholders.
Assist the Fiscal Manager with budget forecasting for the department.Essential
5This position assists the Logistics Coordinator in the maintenance of the entire truck fleet, including simple maintenance (bulbs, fluids…etc.), washing, cleaning, 360-degree maintenance and safety checks, repair to CB radios and toppers, and coordination with repair shops in town. This position sometimes performs driving orientations for drivers of TFS vehicles with emphasis on Dalton Highway driving safety. This position maintains driving records as per federal insurance and UAF requirements. This position performs shipping and receiving functions for Toolik field station including logging, labeling, loading, unloading, storage, and tracking of freight.Essential
Required: A valid driver’s license with a clean driving record and must pass UAF driver safety test. Must have skills in records management; ability to accurately maintain credit card records, electronic and paper logs, schedules, and financial information; ability to follow written and verbal instructions from a variety of sources; ability to complete repetitive tasks accurately and often in a noisy environment; ability to apply appropriate UAF policy; ability to lift 50lb boxes and bags off and on one ton pickup trucks; ability to perform manual labor outdoors in arctic conditions, intermediate skills in MS Office Suite and; and ability to communicate effectively, both orally and in writing, and to organize and present information to others; knowledge of vehicle maintenance; ability to drive remote unimproved roads for long distances in one-ton trucks Preferred: Ability to research best practices; ability to explain policies to staff and users when appropriate.
One year of college coursework in Accounting or related field and two years of relevant experience, or an equivalent combination of training and experience.
REQUIRED EDUCATION OR TRAINING:
A valid driver’s license with a clean driving record and must pass UAF driver safety test. Preferred: Knowledge of double-entry bookkeeping and basic familiarity with GAAP.
UAF COVID Requirements
Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.
Proof of vaccination does not need to be provided to apply. If offered the position, the successful applicant will be contacted for proof of vaccination.
*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.
This is a full-time, Grade 77, minimum $45,364.80 yearly, 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. Remote work options are available.
*To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.
Please attach a resume, cover letter, and the names and contact information (email and phone number) for three (3) professional references with your application.
To ensure consideration, please apply prior to the review date. This position is open until filled, with the initial applications review taking place on April 22, 2022.
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: www.alaska.edu/nondiscrimination
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
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