Job Description
Job ID
12387
Location
Case Main Campus
Full/Part Time
Full-Time
Regular/Temporary
Regular
Job Description
POSITION OBJECTIVE
Working under general direction, perform complex and diverse accounting, payroll, and administrative activities in a manner that insures complete and accurate accounting of all transactions and facilitates the smooth operation of administrative functions. Provide financial and administrative support in the office of Business and Finance (B&F) for the Campus Planning and Facilities Management division.
ESSENTIAL FUNCTIONS
Monitor the purchasing and payment activities of the division. Participate in meetings related to major division supply and service contracts (i.e., Custodial, MRO, Facilities, utilities, etc.), as requested. Assist in processing contract documents through the university system (i.e., division users, General Counsel, Procurement Services) and with the vendors to insure timely and thorough completion. Participate in the implementation of vendor's on-line ordering system and train division users. Monitor related billing and usage patterns and notify management as appropriate. Serve as a liaison between the Purchasing and Accounts Payable Offices and division directors, supervisors, and staff. Track vendor performance and compliance throughout the duration of division contracts when requested. Prepare purchase requisitions, travel reimbursements and payment requests for approval. Responsible for the timely processing of invoices for payment. Assist division purchasers in resolving issues with vendor invoices or payments. Investigate payment issues raised by vendors. Monitor division Purchase card usage activity and compliance for appropriate charges and receipt of invoices. Resolve disputes with vendors and bank. (40%)
Process, review, approve, and audit non-exempt division payroll and time activity for over 100 full time employees. Review, calculate, and process payroll information and employment documents; verify cost center, maintain sick and annual leave and other payroll records. Reconcile payroll transactions and audit against established internal control systems. Assist management in preparing related forecasts and budgets. Track overtime usage and provide related updates to management. Serve as an informational resource of Human Resources policies and procedures for division supervisors and staff. (25%)
Prepare, monitor, and maintain key accounting information for the division. Reconcile expense statements, operating and reserve accounts, and distribute statements to appropriate members for review. Collect, forecast, and budget financial data and analyze. Assist in the preparation of expense and revenue forecasts, annual operating budgets, and three-year operating budgets. Prepare adjustments and supporting documentation for the fiscal year-end close. Prepare on-line journals of diverse and complex service-related cost recovery, special event and project related costs, major maintenance, and utilities management. Prepare routine entries and post financial transactions. Reconcile monthly expenses and income to financial reports. (15%)
Train internal staff and external contacts in the general understanding of university purchasing, payment, and expense tracking procedures. Perform timely and accurate billing of work orders, cross-charges, journals, and external billings. Implement necessary financial internal control systems and audit transactions (i.e., purchases, procurement card purchases, reimbursements, etc.). Track and monitor utilities consumption information using the university utility bill management programs. Monitor facilities maintenance stock inventory on a quarterly basis. Monitor invoice payments for accuracy and timeliness. Generate related reports, as needed. Provide data to the controller's office for indirect cost recovery analysis. Calculate accruals for fiscal year-end close. Reconcile account activity and route/process payments for various division programs including, but not limited to, cell phones, landlines, campus boiler inspections, elevator inspections, sewer permits, UCI billings, memberships, and vehicle gasoline purchases. Serve as a financials system resource to other division members. Serve as an educational resource to other division members in understanding the necessary financial information. May lead, guide, and/or train student employees, student interns, or temporary employees performing related work. Organize and maintain filing systems for current and closed accounts. Identify opportunities to introduce best business practices throughout the division. Interact with university auditors and assist independent auditors with interim and year-end audits, as directed. Respond to inquiries at all levels of the university. Serve on committees internal and external to the university as requested. (10%)
Assist B&F with Construction-In-Progress (CIP) project tracking, validating appropriate funding sources, and ensuring contract documents are complete. Develop, implement, and maintain detailed project accounting systems for the division and for all CIP Projects in accordance with, and supporting, university policies and procedures and university departments responsible for financial management. Provide support to project managers, internal and external to the division, concerning all phases of project authorization and project expense accounting, as directed by B&F. Generate proper forms, memoranda, and reports in a timely fashion, as to keep project managers' financial administrative time to a minimum. Support B&F in maintaining, tracking, analyzing, and reconciling expenditures on capital improvements. Assist in preparing Project Request Forms (PRF) prior to official university signature process. Document and generate error corrections through appropriate university channels. Monitor the financial status of all ongoing capital projects. Maintain project files. Facilitate the processing of purchase requisitions, vendor invoices and applications for payment through Purchasing/Accounts Payable and the Controller's Office. Research status of invoice payments on-line through the university's Purchasing and Accounts Payable Systems; report findings to requester and to appropriate project manager; resolve issues in a timely fashion. Verify receipt and payment of all project invoices with B&F. Audit final funding and expense records. Support B&F in maintaining, validating, reconciling, and auditing activities related to the following specialty accounting projects: the division's Major Maintenance and Reserve Accounts; Expense Class Issue Resolution; and additional special projects initiated by this position or others. (6%)
NONESSENTIAL FUNCTIONS
Perform other related duties as necessary for the effective and efficient function of the division. (4%)
CONTACTS
Division: Continuous contact with the director, assistant director of business and finance; director, assistant director and project managers of planning, design, and construction; director, assistant director, and project coordinators of facilities services; director, assistant director and staff of energy & sustainability. Contact with vice president, campus planning and facilities management; director of customer service; director of the university farm; custodial services.
University: Frequent contact with university offices of general counsel; insurance/risk management; treasurer; finance and administration; controller's office; human resources; procurement; accounts payable; campus services; Utech; facilities directors/deans of schools.
External: Frequent contact with professional and technical members of architectural and engineering firms, contractors, city building officials and inspectors, vendors, contracted services agencies, government officials and other project related individuals related to project contracts/agreements, insurance documentation, and invoice resolution. Occasional interaction with representatives of other colleges/universities for information gathering/sharing, networking, etc.
Students: Daily contact with student employees to maintain workflow.
SUPERVISORY RESPONSIBILITIES
Supervisory responsibilities include temporary employees and students.
QUALIFICATIONS
Experience: 2 to 3 years related experience that is directly related to the duties and responsibilities specified.
Education: High school education/diploma required. Degree in accounting, business, or related field preferred.
REQUIRED SKILLS
Professional, thorough, creative, and acutely attentive to detail and accuracy.
Demonstrated analytical, investigative, and problem-solving skills.
Maturity and judgment to manage sensitive information in confidence.
Expertise in maintaining, tracking, verifying, and reconciling financial, purchasing, accounts payable, human resources, and payroll data.
Demonstrated ability to integrate a broad range of financial information sources.
Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
High level of computer literacy. Extensive experience with Microsoft Office, e-mail, Google Apps, and Internet usage required. Proficiency in spreadsheet development and data entry, word processing, database development and management, and website updates. Experience with Adobe Acrobat and Google.
Working experience with, or the ability to learn PeopleSoft ERP Financials and Reporting, including Purchasing, Payables, and Human Capital Management systems.
Ability to work collaboratively, with minimal supervision.
Ability to simultaneously manage multiple projects.
High level of organizational skills; able to work well under pressure; sensitive to deadlines.
Strong ability to communicate effectively, both orally and in writing.
Ability to interact with colleagues, supervisors, and customers face to face. Ability to manage conflict.
Ability to meet consistent attendance with a professional appearance.
WORKING CONDITIONS
Typical office environment. The employee will perform repetitive motion tasks using a computer mouse and keyboard to type. Some lifting required up to 20 lbs.
Hybrid Eligibility
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
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Reasonable Accommodations
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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Case Western Reserve University strives to maintain a diverse and inclusive work environment. All applicants are protected under Federal law from discrimination based on race, color, religion, sex, national origin, disability, age and genetics.
