Monitors list host - contract, payment, and accounting help daily. Responds to supplier issues, reviews and approves proposed transactions within the processing queue. Runs and reviews weekly report with management for any open requests and resolve.
Administers incoming contracts via intake portal into the database daily and assign to contract reviewers. Reviews and identifies contract payment terms, (e.g. deposits, percentage completed and residual payments due) and records schedule of payments in the contract database.
Processes and manages the day-to-day operations of the IT purchase request orders (come through HEAT) to create BuySite requisitions.Â Manages invoices (PO) and performs daily download Onbase e-payment data (non-PO) to accounting database and reviews completeness of the data for the payment approver within a procurement framework.Â Pays some IT orders through GEMS credit card and reconciles.
Provides support for acquisition and payment activities by generating standard and custom reports from University systems (Business Objects, Accounts Payable Systems, Buysite and OnBase). Manages on-time and error free payment and PO reconciliation process to oversee the month-end close including the review of outstanding IT orders with Procurement Sourcing Manager.
Creates new users profile and updates status in the database and review.
Conducts data quality assurance checks to ensure data accuracy with University systems is recorded in accounting database.
Administers Certificate of Insurance and Theft Insurance Database to generate reports for insurance renewals.
Manages cash receipt deposits including check, credit card and wire transfers; manages PayPal reconciliation monthly and month-end closing transactions and billing.
Administers programs such as the meal voucher program and recharge functions for Wolfgang Puck catering and meal vouchers, UPS, FEDEX and Insurance billing.
Sets up new users to access University financial systems such as InfoView, ACCTS, FAS, OnBase and Business Objects.
Develops Booth users training for accounting systems and works with the Director of Accounting and Budget to develop training materials and provide training.
Develops procedures, establishes standards to ensure that the Service Level Agreements (SLAs) are met and customer satisfaction is achieved through feedback and reporting. Responsible for developing logistics to achieve customer satisfaction.
Administers Booth branded products and stationery program.
Administers the multi-function device program (user management, billing and training).
Acts as front office administration support for accounting team and performs 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 in 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.
Accounting terminology and software familiarity; finance workflow solutions.
Proficiency in the use of Microsoft Office, especially Excel and Access.
Skills with SQL, Visual Basic or VISIO. Â
Strong spreadsheet and data visualization skills.
Proficiency in database and database reporting.
Proficiency in web-based technology.
Contract management, contract language precision skills.
Strong planning skills to set up systems, visualize business process mapping, and streamline accounting and finance functions.
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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