Primary Purpose of Position
The primary purpose of the position is to oversee all financial activities, supervising and training accounting staff, budgeting, managing risk, implementing guidelines, improving processes and providing sound financial management. The position coordinates the administration of state, auxiliary, contracts and grants, and capital improvement budgets in effort to optimize available financial resources. The position continuously improves resource stewardship, operational effectiveness and efficiencies by generating weekly, monthly, and yearly financial reports and analyzing them to provide decision support to internal and external stakeholders. The position requires knowledge of a wide range of federal, state, division, and department policies, procedures and information systems. Duties include, but are not limited to, procurement and accounts payable program coordination, customer service, budget management, summarizing and reconciling financial data, records management, personnel administration, and closely related functions. This position is key to effectively managing the financial stewardship of the services provided by the Office of Facilities.
Primary Function of Organizational Unit
Financial Affairs is responsible for ensuring the fiscal integrity of the Office of Facilities whose operating budget exceeds $18M. This organizational unit provides accounts payable, purchasing and budgeting services to Facilities and departmental to units to include Operatons (Heating Plant, Grounds, Housekeeping, and Skilled Trades), University Engineers, EHS, Property Management and Capital Improvements.
Work Hours 8am-5pm Monday-Friday
Key Responsibilities and Related Competencies
Required Competency Business Administration
Establish and maintain a cohesive organization to provide accounting and financial administrative support to Associate Vice Chancellor for Facilities and all units in Facilities. Coordinate the development and/or refinement of new programs to insure fiscal matters are being handled as effectively and efficiently as possible. Improve interaction between Facilities and all internal / external customers. Establish and implement in-house control procedures as necessary to ensure compliance with all University accounting, purchasing and capital improvement policies and procedures. Participate in the planning, development, testing and integration of accounting databases and new in-house developed computer based applications.
Required Competency Financial Management
ADMINISTER FACILITIES PURCHASING PROGRAM – Independent authority over all purchase request. Oversight of expenditures from all Facilities budgets using financial spreadsheets and the Universities financial system (Banner). Ensure compliance with University purchasing and State Construction policies and procedures. This includes analyzing all requisitions for correct fund and compliance with approved budget. Mitigate errors in entries which can result in overspending approved budget for a project or department. Mitigate over expenditures which are especially crucial for\capital improvement projects because the University is responsible for funding unapproved overages. The Business Officer must ensure that all regulations are known and adhered to. Assign emergency purchase order numbers according to University policies and procedures.
ADMINISTER FACILITIES ACCOUNTS PAYABLE PROGRAM – Approve payment of purchase orders. Resolve problems with all past due accounts. Approve all contractors’ pay request for capital projects according to designated deadlines to insure prompt payment. Recompute all contractor pay request for capital improvement projects to insure accuracy of payments and compliance with approved contract awards and associated regulation of the Office of State Construction.
MAXIMIZE COLLECTION OF REVENUE – Establish policies and procedures that insure accurate invoices are submitted to appropriate departments for services (motor pool, garage, storeroom and completed work orders etc.) rendered by Facilities. Prepare monthly reports for Motor Fleet, Gasoline Consumption and Repair using the consumption reports. Invoice Raleigh for reimbursement of Motor Fleet expenditures. Analyze month cost and utility report for reimbursement of Motor Fleet expenditures.
Analyze month cost and utility report for reasonableness.
BUDGET ACCOUNTS – Reconcile accounts ledgers with Banner, detecting
all errors to insure accurate financial statements for each budget. All correcting entries are forwarded to accounting office. Advise management of potential shortfalls on a timely basis. Set-up and maintain spreadsheet for all capital improvement budgets.
Required Competency Information Analysis and Decision Making
Prepare compilation of all financial and statistical data required from the AVC/Facilities. Prepare weekly status report of major financial issues impacting Facilities and capital improvements. Compiles monthly financial reconciliations that show the original appropriations, current expenditures, and unobligated balance for capital improvement projects. Compile financial information for annual operating, expansion and change budgets. Apply all guidelines of University and State budget. Advise AVC/Facilities of cost projects based on current expenditures analysis and anticipated future trends. Anticipate future year financial requirements. Identify and classify ongoing budget requirements versus "one-time" requirements.