Finance, Procurement and Travel Specialist

• JOB NUMBER: 521449

• CLASSIFICATION: Fiscal Technician 3

• GRADE: Grade 77

• WORK TYPE: Hybrid, On Campus, Remote, Remote within Alaska, Staff Full-time

• ADMINISTRATIVE UNIT: University of Alaska Anchorage

• SCHOOL/BUSINESS UNIT: UAA VCAS Shared Services

• LOCATION: Anchorage

• CATEGORIES: Business/Accounting/Finance

Position Summary:

Are you ready to join our dynamic team of Fiscal Technicians where you can grow and develop your career? We’ll help you position yourself as a trusted source for high quality and customer friendly travel, procurement and accounting services. We are currently recruiting for two positions!

Duties:

Travel Determine appropriate funding (fund/orgs) and track in soft ledgers. Use Concur travel and expense management system to secure authorizations, travel bookings, and expense reports. Prepare and deliver training for travelers on regulations and Concur systems; assist traveler on booking travel and reimbursement process.

Finance Accounts Payable – prepare invoices, review for accuracy, research variances, prepare signature cards, process honorariums and direct pays; reimbursements, subject payments, collect IRS documents, track and reconcile accounts; prepare transfers/JV’s, maintain accounts payable records according to university policies. Accounts Receivable – prepare invoices for interdepartmental transactions and interdepartmental research service center revenue Financial Data and Trend Reports – prepare and create reports using Banner Toad Reports, Q-menu, Vista and Institutional Research data. Foundation support–process and track all incoming donations, gifts, pledges and scholarships; reconcile foundation accounts; prepare budget revisions; coordinate UA Foundation and UAA Office of Sponsored Programs (OSP) approvals. Provide monthly soft-ledger reconciliation and account balances to departments/divisions; explain purpose and allowable expenses. Research support -Assist Shared Services Research Administrators with OSP transactional post award support: budget revisions, journal voucher, labor redistribution, effort reporting, procurement, pro-card reconciliation, sub-award, match accounts, third party in-kind, and signature cards. Provide College level monthly soft-ledger to RA’s.

Procurement Assist college associate dean(s), director(s), department chairs, faculty and divisional staff on procurement policies and procedures and approvals. Requisitions/purchase orders – enter requisitions in Banner, submits backup documentation to Procurement; work with faculty and staff to prepare and collect documents required for purchasing. Contracting – Complete short form contract with supporting forms as needed listed on Procurements website. Enter requisition in Banner. ProCard –advise pro-card users; perform pro-card purchases on behalf of department and non-cardholders; coordinate IT/FERPA/procurement review for software purchases; reconcile divisional staff procard transactions, prepare -card statements. prepare JVs and backup documentation for corrections or interdepartmental purchases. Representational/Non-representational expenditures – process form and supporting documents for approval. Works with Shared Services Research Administrators to determine allowability and allocability of project purchases. Determines appropriate method of purchase, including requisition, procurement credit card, petty cash. Determines required documentation for special purchases such as catering, representation, special events and ensures timely preparation and approvals. Prepares all purchase requests for review and approval, ensuring that supporting documentation, including PI approval and justification if purchased on a grant, is complete, accurate and auditable. Uses procurement credit card to make a wide variety of purchases with budget authority up to $10,000. Records all purchasing data into internal financial soft ledgers for course fees and department budgets.

Other Perform other related duties incidental to the work described. Cross train with and serve as back up to other shared services fiscal staff

UAA Shared Services is a newly formed unit at the University of Alaska Anchorage. We deliver efficient, effective, and customer-friendly administrative services to support the university's teaching, research, and public service missions. Our customer's are the University's colleges, departments and administrative units. We provide excellent benefits and perks including: 

• 12 paid holidays per year as well as paid time off 
• Tuition waivers for yourself and family members
• Affordable Medical, Dental and Vision Care coverage
• An Employee assistance program and a free wellness program with financial incentives to participation
• State of Alaska PERS retirement plan
• Regular training in best practices

KNOWLEDGE, SKILLS, ABILITIES:Knowledge of automated accounting systems, and electronic spreadsheets. Funding specific knowledge (e.g. grant processes, grant account reconciliation, unrestricted accounts, private funds) and/or knowledge in specialized areas. Knowledge of accounting system functions or procedures (e.g. accounts receivable, accounts payable, program and activity codes). Knowledge of and ability to interpret fiscal and purchasing policies, rules and regulations and explain processes and procedures to client group. Research and database skills. Ability to work with complex systems and accounts. Ability to establish effective working relationships both in person and remotely while maintaining high ethical standards. Ability to meet deadlines under stressful situations. Ability to lead.TYPICAL EXPERIENCE:

One year of college coursework in Accounting or related field and two years of relevant experience, or an equivalent combination of training and experience.

REQUIRED EDUCATION OR TRAINING:

One year of college coursework in Accounting or related field and two years of relevant experience, or an equivalent combination of progressively responsible training and experience.

SALARY INFORMATION:

This is a full-time, 12-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.

SPECIAL INSTRUCTIONS TO APPLICANTS:

Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application.

The review process for applications will be begin on Tuesday, August 23, 2022. To ensure your application is considered, apply by 11:55 pm Alaska Standard Time on August 22, 2022. 

Position is located in Anchorage, Alaska with some on campus work for collaboration meetings. We offer a generous remote work opportunity for those who want the flexibility.  

*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.

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.

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

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

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

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