Facilities Finance Assistant
IMPORTANT APPLICATION INSTRUCTIONS:
Upload Resume or Curriculum Vitae for automatic population of information to the application.
The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
Review information and double-check all fields containing information that the system parsed - the software is intelligent, but you need to verify that the data is accurate.
In the My Experience section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.
Note:
If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years.
You will then be able to attach your Resume/CV, as well as all other supporting documentation in the My Experience section of your application.
Job Description
Summary:
Reporting to the Director of Facilities Finance, the Facilities Finance Assistant provides prompt and responsive financial administrative support to University Facilities cost centers.
Employing a high level of professionalism, customer service, and a commitment to teamwork this position specifically performs the tasks of requisitioning, invoice processing, monitoring payments, and reconciling vendor account statements in accordance with established rules, regulations, policies and procedures.
PRINCIPAL DUTIES AND
Responsibilities:
Maintains current copies of University contracts and BOT waivers.
Assists in adding/updating a supplier.
Within the financial system, inputs purchase requisitions and Supplier Invoices from operating cost center manager(s) requests according to MSU procurement policies and thresholds.
Processes invoices for payment by entering a receipt in the financial system and emailing the invoice to Accounts Payable (with Certified Payrolls if required).
Monitors payment.
Generates cost center reports such as Operating Budget Variance (R002) and Open Obligations.
Resolves Match Exceptions and Open Obligations.
Obtains vendor account statements and reconciles monthly.
Resolves all vendor issues.
Participates in monthly AVP group meetings.
Maintains communication with Facilities Finance regarding any open issues.
Prepares year-end accruals with specific attention to final receipt day in the financial system.
Confirms accruals in the current year and accrual reversals in the following year.
Attends all training relevant to job responsibilities as directed.
Complies with occupational safety and health standards and all rules, regulations and orders.
Understands and follows all safety rules and precautions including the use of Personal Protective Equipment at all times when necessary.
Utilizes various types of electronic and/or manual recording and information systems.
Performs other duties as assigned.
Management retains the right to add or change job duties at any time.
Qualifications:
REQUIRED:
Graduation from an accredited college or university with a Bachelor's degree, preferably in a business related field.
Applicants who do not possess the required education may substitute experience on a year for year basis.
One (1) year of professional experience working in a team environment in education, higher education or other business field related to the functions of this position, specifically, Accounts Payable or Procurement.
High-level proficiency in the use of the Microsoft Office; specifically, Word and Excel.
Strong verbal and written communication skills.
PREFERRED:
Experience in Workday Finance.
DepartmentFacilities Financial ManagementPosition TypeSupportContact Information:
For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email email protected .
EEO/AA StatementMontclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.
Additional information can be found on the website at www.
montclair.
edu/human-resources/about-us/eo-aa-and-diversity/Title IX and 34 C.
F.
R.
106 PolicyMontclair State is required by Title IX and 34 C.
F.
R.
106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.
The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment.
For further details, please visit:
https:
//www.
montclair.
edu/human-resources/job-seekers/ Recommended Skills Accounts Payable Administration Communication Customer Service Finance Information Systems Estimated Salary: $20 to $28 per hour based on qualifications.
Upload Resume or Curriculum Vitae for automatic population of information to the application.
The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.
Review information and double-check all fields containing information that the system parsed - the software is intelligent, but you need to verify that the data is accurate.
In the My Experience section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.
Note:
If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years.
You will then be able to attach your Resume/CV, as well as all other supporting documentation in the My Experience section of your application.
Job Description
Summary:
Reporting to the Director of Facilities Finance, the Facilities Finance Assistant provides prompt and responsive financial administrative support to University Facilities cost centers.
Employing a high level of professionalism, customer service, and a commitment to teamwork this position specifically performs the tasks of requisitioning, invoice processing, monitoring payments, and reconciling vendor account statements in accordance with established rules, regulations, policies and procedures.
PRINCIPAL DUTIES AND
Responsibilities:
Maintains current copies of University contracts and BOT waivers.
Assists in adding/updating a supplier.
Within the financial system, inputs purchase requisitions and Supplier Invoices from operating cost center manager(s) requests according to MSU procurement policies and thresholds.
Processes invoices for payment by entering a receipt in the financial system and emailing the invoice to Accounts Payable (with Certified Payrolls if required).
Monitors payment.
Generates cost center reports such as Operating Budget Variance (R002) and Open Obligations.
Resolves Match Exceptions and Open Obligations.
Obtains vendor account statements and reconciles monthly.
Resolves all vendor issues.
Participates in monthly AVP group meetings.
Maintains communication with Facilities Finance regarding any open issues.
Prepares year-end accruals with specific attention to final receipt day in the financial system.
Confirms accruals in the current year and accrual reversals in the following year.
Attends all training relevant to job responsibilities as directed.
Complies with occupational safety and health standards and all rules, regulations and orders.
Understands and follows all safety rules and precautions including the use of Personal Protective Equipment at all times when necessary.
Utilizes various types of electronic and/or manual recording and information systems.
Performs other duties as assigned.
Management retains the right to add or change job duties at any time.
Qualifications:
REQUIRED:
Graduation from an accredited college or university with a Bachelor's degree, preferably in a business related field.
Applicants who do not possess the required education may substitute experience on a year for year basis.
One (1) year of professional experience working in a team environment in education, higher education or other business field related to the functions of this position, specifically, Accounts Payable or Procurement.
High-level proficiency in the use of the Microsoft Office; specifically, Word and Excel.
Strong verbal and written communication skills.
PREFERRED:
Experience in Workday Finance.
DepartmentFacilities Financial ManagementPosition TypeSupportContact Information:
For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email email protected .
EEO/AA StatementMontclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.
Additional information can be found on the website at www.
montclair.
edu/human-resources/about-us/eo-aa-and-diversity/Title IX and 34 C.
F.
R.
106 PolicyMontclair State is required by Title IX and 34 C.
F.
R.
106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities.
The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment.
For further details, please visit:
https:
//www.
montclair.
edu/human-resources/job-seekers/ Recommended Skills Accounts Payable Administration Communication Customer Service Finance Information Systems Estimated Salary: $20 to $28 per hour based on qualifications.
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