Fiscal Technician

University of Alaska Fairbanks

Fairbanks, AK

ID: 7074002
Posted: January 12, 2021
Application Deadline: Open Until Filled

Job Description

Position Summary:
Facilities Services seeks a dynamic individual interested in working in a challenging environment on all aspects related to Warehouse fiscal operations. The incumbent will possess a positive, can-do attitude, and be a self-starter with strong attention to detail, excellent organizational skills, and the ability to work and communicate well with a diverse population.
RECORDS MANAGEMENT AND FILE MAINTENANCE: Adhere to records retention schedule for all file maintenance systems, e.g., hard copy documents including invoices, transfers, purchase orders, special orders, Federal DEC mandated Material Safety Data Sheets (MSDS) records management, and completed work information.BANNER ACCOUNT INFO SYSTEM: Use Banner to create purchase requisitions, encumbrances, and blanket purchase orders. Create, maintain, track, and receive over 200 purchase orders annually. Approve purchase orders for payment. Heavy data entry of purchase orders, requisitions, and invoices. Approve and forward over 5,000 invoices to Accounts Payable. Establish and receive Direct Pays. Verify accuracy of receipt of items.CHARGE RECONCILIATION, PAYABLE AND REVENUE/SALES AND POSTING: Perform daily reconciliation of all charges incurred through Facilities Services Warehouse. Review and solve problem invoice listings sent from Accounts Payable. Compile reports daily for the Budget office. Timely preparation and distribution of miscellaneous receivable billings, reconciling reports, and review analysis to determine necessary action required to collect.CONTRACTUAL SERVICES/ADMINISTRATION: Monitor all functions of Contractual Services such as water, heat, sewer, phones, vehicles, and Lenel card access billing. Total encumbrances exceed $2.8 million annually. Encumber funds to correct accounts, ensure proper payments, evaluate invoices to make sure that we are being charged correctly, monitor usages to report any misuse or loss and provide utility usages upon request by management.WAREHOUSE MANAGEMENT SYSTEMS: Analyze and prioritize work requests. Interpret and evaluate scope of work and provide planning assistance to requester as needed. Proficiency and accuracy of accounting is crucial for the extraction of information used by management to track transfers and invoices.PURCHASING: Purchasing buyer for the Facilities Services Warehouse procurement activities. The FS Warehouse processes over 8,000 special orders and 200 purchase requisitions annually in excess of $8 million. Develop bid specifications necessary for the purchase of the requested parts and materials. Research critical replacement parts for a University research campus with existing systems and find source of supply. Place orders with vendors on blanket purchase orders and credit cards. Maintain security and integrity of credit cards. Maintain an excellent rapport with local and non-local vendors. Prepare purchase requisitions with specifications and complete/accurate description of items. Issue limited purchase orders and maintain LPO ledger. Accountable to auditors for proof of proper purchase, receipt, and payment of goods.INVENTORY: At fiscal year end/beginning: Manage and prioritize incoming work requests and evaluate for possible postponement into next fiscal year. Evaluate all open material requests for possible completion and closure or roll into new fiscal year database, code accordingly, or to complete an immediate purchase for items deemed necessary in current fiscal year. Participate in annual inventory count process.

Knowledge of automated accounting systems, and electronic spreadsheets.
Knowledge of accounting system functions or procedures (e.g. accounts receivable, accounts payable, program and activity codes).
Ability to understand fiscal and purchasing policies, rules & regulations.
Ability to maintain files.

One year relevant experience, or an equivalent combination of training and experience.


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