Manages three list hosts: Contract, Payment, and Accounting Help daily. Runs and reviews weekly report with management for any open requests and their resolution.
Processes IT purchase request orders daily (come through HEAT) and creates BuySite requisition. Runs and reviews weekly order reconciliation reports with Procurement Sourcing Manager. Pay some IT orders through GEMS credit card and reconcile.
Processes input of incoming contracts coming through Contract Help list host into the database daily. Reviews and identifies payment terms within the contract, (e.g. deposits, percentage completed and residual payments due) and record the schedule of payments in the contract payment database. Distributes requisition to Contract Reviewers.
Performs daily download of Onbase E-payment data to Accounting database and reviews completeness of the data for the payment approver.
Manages day-to-day operations of the invoice to payment processing through procurement framework. Oversees the month-end close process.
Oversees that aging invoices and payments are identified, reconciled and resolved within SLA.
Manages on-time and error free payment and PO reconciliation process.
Monitors and responds to supplier issues by reviewing and approving proposed transactions within the processing queue and lists hosts in a timely manner.
Provides support to acquisition and payment activities by generating standard and custom reports from University systems (Business Objects, Accounts Payable Systems, Buysite and OnBase).
Runs three related reports for review with management: weekly contract report to measure SLA and completeness of data contract to adhere to University data requirements; bi-weekly upcoming contract and ePayment/PO invoice payment status reports; monthly PO, ePayment and contract payment
Handles GEMS credit card distribution to the New GEMS Users.
Administers Booth branded products program support (user administration, billing, user support).
Directs stationery and business card program.
Creates New Users profile and updates status in the database and review.
Directs the Certificate of Insurance database and run reports.
Administers Theft Insurance Database
Manages cash receipt deposits including processing of check, credit card and wire transfers.
Sets up new users in gaining access to University systems such as InfoView, ACCTS, FAS, Onbase and Business Objects.
Works with the Director of Accounting and Budget to develop training materials and provide training.
Manages PayPal reconciliation monthly.
Manages month-end closing transactions and billing.
Administer recharge functions, like, Wolfgang Puck, UPS, FEDEX and Insurance billing.
Leads meal-ticket program.
Cultivates training for all accounting systems for Booth users.
Develops procedures, establishes standards to ensure that the Service Level Agreements (SLAs) are met and customer satisfaction is achieved.
Develops logistics to achieve customer satisfaction.
Administers the multi-function device program (user management, billing and training).
Act as front office manager, managing front office and performing other office-related duties.
Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
May work with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.
Performs other related work as needed.
Bachelorâ™s degree with a focus towards business, supply chain, finance, or accounting.
Technical Skills or Knowledge:
Knowledge of University Financial Systems like FAS/APS, Business Objects, BuySite, GEMS, ACCTS, Onbase, ePayment.
Proficiency in the use of Microsoft Office, especially Excel and Access.
Skills with SQL, Visual Basic or VISIO.
Proficiency in Database and database reporting.
Proficiency in web-based technology.
Strong spread sheeting and data visualization skills.
Comfort with accounting, accounting software, and finance workflow solutions preferred.
Strong planning skills, with an ability to set up systems and visualize business process mapping to streamline accounting and finance functions.
Contract management skills.
Familiarity with contract language and contract management.
Precision with respect to contract language.
Extremely detail oriented and dedicated to accuracy and thoroughness.
Excellent analytical, organizational, time management and follow up skills.
Self-motivation and ability to problem solve.
Exercise independent judgment.
Produce high quality of work.
Cover Letter (required)
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