Fiscal Coordinator - Athletics

• JOB NUMBER: 519904

• CLASSIFICATION: Fiscal Technician 2

• GRADE: Grade 76

• WORK TYPE: On Campus, Staff Full-time

• ADMINISTRATIVE UNIT: University of Alaska Anchorage

• SCHOOL/BUSINESS UNIT: UAA VCAS Athletics

• LOCATION: Anchorage

• CATEGORIES: Business/Accounting/Finance, Athletics

Position Summary:

UAA Athletics is inviting applications for a full-time Fiscal Coordinator. This position is the purchasing guru and revenue handler for all athletic teams and programs and works closely with coaches and staff. We are looking for a highly motivated and organized individual who enjoys working in a fun and fast-paced athletic office environment. The successful candidate will have strong attention to detail and communication skills, the ability to handle multiple priorities, a willingness to learn, and a drive to improve or create efficiencies in order to best support the needs and goals of the department. This position reports to the Fiscal Manager.

Duties:

Administrative Support Serve as key operator for Alaska Airlines Center copier/scanner/printer and shredder machines. Troubleshoot, instruct, and assist staff with resolutions to issues. Contact lease vendor for maintenance and repairs. Obtain quarterly usage reports from each leased copier and prepare journal voucher for approval of charges to be transferred to applicable accounts. Assist Fiscal Manager in preparation of Athletics reports for scheduled and unscheduled audits. Assist with maintenance of internal and external procedural documents. Aid with special projects as needed. Provide backup in absence of peer positions. Assist with employee reimbursement requests as needed. Perform other duties as assigned by immediate supervisor, Senior Associate/Associate Directors and/or the Director of Athletics.

Record Keeping Data Entry: Record and monitor majority of Athletics transactions into respective Fund I, Fund II, and Fund IX softledgers (over 35 accounts). Prepare correcting journal vouchers for Fiscal Manager’s review and approval as needed. Files: Maintain and update Athletics financial files (both hard copy and electronic) pertaining to budget, accounting, purchasing, and transfers. This includes purchase requests, purchase orders, receiving documents, A/P invoices, journal vouchers, deposit slips, A/R invoices, budget adjustments, and other miscellaneous financial forms. Oversee annual fiscal year changeover for paper files; set up new files.

Cash Handling and Invoicing Receive and receipt over $1 million in annual deposits for Athletics through the office POS system (cash, check, and credit card payments) and the University’s ecommerce system (Touchnet Marketplace, credit card payments). Z-out cash register daily, reconcile receipts, and complete deposit form. Forward deposit to Fiscal Manager for verification review and approval. Responsible for delivery of deposit to UAA Cashiering or coordinating with deposit courier for secure transit to the Univeristy's bank; intercampus deposit form to UAA Cashiering if applicable. Serve as key operator for cash register and credit card system problems. Report issues to Fiscal Manager and campus administrator. Maintain cash register transaction descriptions. Coordinate with UAA IT Services and building manager for secure connection of cash register/credit card machine to multiple areas within the Alaska Airlines Center, as needed for events. Monitor and track usage of department’s mobile credit card reader. Assist as needed for events requiring on-site or online collection of fees and registrations (e.g., sport camps, fundraisers, tournaments, etc.). Prepare and send invoices following UAA Accounts Receivable (A/R) procedures. Log invoices internally and track payments in Banner. Request invoice numbers from UAA A/R. Follow up on unpaid invoices.

Procurement of Goods and Services General Purchasing: Ensure proper fiscal and approval procedures are followed prior to purchasing. Receive and review purchase requisitions for completeness, accuracy, and appropriate backup documentation. Contact vendor and/or requester as applicable, for questions and/or required documents. Research and resolve purchase issues with staff and vendors to expedite completion of orders and payments. Purchase Orders: Process approximately 300 purchase order requests annually for Athletics. Input purchase requisitions into Banner and forward paperwork to UA Procurement & Contract Services. Track for receipt of purchase order, receiving, and invoices. Track cash pay purchases for payment. Upon receipt of invoices, verify receiving and payment against purchase order. Obtain approval for payment. If a change order is necessary, provide explanation and/or documentation to Fiscal Manager. Send invoices to UAA Accounts Payable and track for payment. Monitor open encumbrances in Banner and request approval to disencumber funds and/or close purchase order if necessary. Individual Procurement Card: Process approximately 350 ProCard (MasterCard) orders annually for Athletics. Process ProCard orders via phone, online, or in-person. Track purchases in ProCard log. Verify receipt of goods and/or services and payment receipt. Reconcile accounting information for all transactions and submit to Fiscal Manager for approval in PaymentNet online reconciliation system. Department Procurement Cards: Serve as reconciler for multiple ProCards related to Athletics finance. Process Athletics Custodial ProCard (MasterCard) orders. Serve as backup for Visa ProCard/Costco membership orders. Receive and review checkout requests from staff. Verify supervisor and fiscal approval and acknowledgement of the rules associated with the card(s). Track purchases in ProCard log(s). Maintain card checkout log(s) in safe and disburse credit card(s). Verify receipt of goods and/or services and payment receipt. Reconcile accounting information for all transactions and submit to Fiscal Manager for approval in PaymentNet online reconciliation system. Miscellaneous: Inventory, monitor, order, receive, and disburse office, computer, and printer supplies to staff as needs arise.

The University of Alaska Anchorage (UAA) Department of Athletics, located in the Alaska Airlines Center and the Seawolf Sports Complex, is committed to building and supporting a diverse division focused first and foremost of assisting all Seawolf student-athletes in meeting their academic and athletic goals and preparing each for entering the work force and making a positive contribution to her/his community following their years at UAA. Seawolf Athletics strives to do so through the University's intercollegiate athletic program as a member of the National Collegiate Athletic Association (NCAA).

The department's mission is:
- to support the educational mission of the University of Alaska Anchorage;
- to protect and promote the safety, health and well-being of our Student-Athletes;
- to guide and support our Student-Athletes in their pursuit of academic and athletic excellence;
- to produce graduates and honorable citizens; and
- to be actively engaged in our University Community.

Please visit www.uaa.alaska.edu for more information on the University, www.GoSeawolves.com for specific UAA Athletics information, and www.anchorage.net for more about Anchorage, Alaska.

 

Knowledge/Skills/Abilities:

• Knowledge of cash handling, receipt, and deposit procedures.
• Knowledge of bank transactions and cash control methods.
• Knowledge of purchasing or general accounting.
• Knowledge and experience operating PC compatible computer, cash register, and adding machine.
• Intermediate computer software knowledge to include spreadsheet and database applications, word processing, website navigation, electronic signatures (DocuSign), and Banner Finance System. Knowledge of basic contracts. Knowledge of or ability to learn University of Alaska (UA), University of Alaska Anchorage (UAA), National Collegiate Athletic Association (NCAA), and league/conference rules and regulations as they apply to purchasing, reimbursements, and revenue collection.
• Ability to operate a “Point of Sale” system and other general office equipment.
• Ability to multitask and prioritize work; maintain files and record keeping systems; meet multiple deadlines during stressful situations; and work independently as well as in a team environment.
• Ability to analyze situations and solve problems independently.
• Ability to establish effective working relationships while maintaining high ethical standards.
• Ability to work occasional evenings, weekends, and holidays.
• Extensive skills in time management, organization, and attention to detail.
• Intermediate skills in research and databases.
• Confidentiality.
• Proficient in Google Workspace; specifically Gmail. Proficient in Microsoft (MS) Office; specifically Excel and Word. Proficient in PDF editor program(s). Fast and accurate typing skills, both on keyboard and 10-Key calculator.

Typical Experience:

One year entry-level accounting experience, or an equivalent combination of training and experience.

 

Required Education or Training:

College coursework in Accounting or related field, or an equivalent combination of training and experience.
FERPA (Family Educational Rights and Privacy Act) certification or certification completion within 30 days of the job start date.
PCI (Payment Card Industry) compliance or compliance completion within 30 days of the job start date.
UA Safe Title IX certification or certification completion within 30 days of the job start date.
Behavior Based Safety (BBS) certification or certification completion within 30 days of the job start date.
Workplace Harassment Prevention certification or certification completion within 30 days of the job start date.
Applicant must possess an unrestricted Alaska driver's license (and CDL with endorsements as required) or be able to obtain an unrestricted Alaska driver's license within 60 days of accepting the job. In addition, the applicant must meet UAA's safe driving criteria.

Preferred:
Bachelor’s Degree in Accounting or related field.

 

Position Information:

 

This is a full-time, Grade 76, DOE, 12-month position complete with a competitive salary and UA employee benefits package.

 

Review Date:

 

The initial review date will begin July 6, 2022. To ensure your application is considered, please apply by July 5, 2022, at 11:55 PM Alaska Standard Time (AKST) and include required application materials. 

 

Application Instructions:

 

Please attach a cover letter, resume, and contact information for at least three professional references. References must include a current

or recent supervisor.

 

Note to Applicant:

 

To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

If a degree is disclosed, official transcripts showing the highest degree earned will be required.

 

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Probationary Period:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

University of Alaska is a Drug-Free Workplace.

University of Alaska campuses are Tobacco-Free.

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.