Facilities Services Fiscal Technician

Apply now Job no: 518630
Classification:Fiscal Technician 2
Grade:Grade 76
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:UAF Facilities Services
Location: Fairbanks
Categories: Business/Accounting/Finance, Facilities/Skilled Trades

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 8,000 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/SKILLS/ABILITIES:

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.

TYPICAL EXPERIENCE:

One year relevant experience, or an equivalent combination of training and experience.

REQUIRED EDUCATION OR TRAINING:

College coursework in Accounting or related field and one year entry-level accounting experience, or an equivalent combination of training and experience.
Must have and maintain a valid driver's license.

Applications must be received prior to 11:55 PM Alaska time on January 16, 2022, to be considered. Applications received after this time and date may not be considered for this position.  To ensure consideration, please apply prior to the review date. 

Salary Information: Grade 76 / Step 1 $19.34/hr DOE.  This is a full-time, benefited position with a UA employee benefits package

Applicant Instructions:  Please attach a resume, cover letter, and names and contact information (email and phone number) for three (3) professional references.

*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.


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 by January 18, 2022, or before their start date if after January 18, 2022.

*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 contracts.


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

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.

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.

Advertised: Alaskan Standard Time
Applications close:

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