Job Details

Unit: FM Administration MBU

Department: FMD Administration

Duties & Responsibilities:

VCU’s Facilities Management Department is seeking to hire a Fiscal Technician Senior for their FM Administration unit.

The Fiscal Technician Senior manages and maintains Purchase Orders for various units within Facilities Management (FMD); reviews billing summaries and processes transactions in Facilities Management's work management system; and analyzes data from the Banner financial records system and processes transactions as needed. In addition, the Fiscal Technician Senior analyzes and processes P-Card transactions in the BOA Works system for assigned FMD shops and provides fiscal support to the Manager of Financial Services and various units within FMD.

Responsibilities include (but are not limited to):

Procurement & Contracts

• Create purchase orders in RealSource on an as needed basis and supply ordering for Accounting services unit
• Ensures invoices are accurate and corresponds with vendor when appropriate
• Process purchase order receivers and monitor the payment status in RealSource for vendor invoices
• Process journal entries to liquidate purchase order encumbrances in Banner Finance

Billing/Data/Collection Reporting in Banner

• Tracking of checks via check log per Treasury Services compliance policy daily/weekly
• Process journal entries for CCK transactions for non-accounts receivable checks
• Record the receipt of the Accounts receivable checks in the Extrak excel spreadsheet to the outstanding invoices daily/weekly
• Provide the Accounts receivable posting details, check deposit information to the Accounts Receivable Accountant daily/weekly
• Electronic/Scan deposit of checks to University bank of the Account receivable checks and department checks

AiM-Work Management System Fiscal Support

• Scan the purchase card receipts to the various work orders/phases in AiM-work management system monthly
• Communicate with Facilities Operations zones/shops of any discrepancies/missing receipts/work order numbers/phase issues identified in the purchase card packages
• Process external charges from purchase card packets in AiM for each assigned shops/zones and Sustainability
• Process journal entries to re-appropriate undistributed purchase card charges in Banner to the appropriate expense account monthly for each shops/zones

Purchasing Card Tasks

• Reconcile P-Card transactions and supervisor approvals in the Bank of America Works system for each shops/zones purchase card packets monthly
• Ensure credit card transactions are reconciled within State, VCU, and FMD policies and procedures monthly
• Ensure transactions are within the purchase card month’s statement cycle
• Retain detailed purchase card records, BOA statement per the State Record Retention policies

Fiscal Support to FMD Units

• Extract the timecard billing to update monthly the spreadsheet for monitoring/reconciling construction and planning timecard recovery dollars
• Oversee the daily logging and the deposit of checks for the FMD units
• Other assigned fiscal duties to support units within Facilities
• Testing various finance modules in the AiM-work management system as needed to support software quarterly upgrades
• Manage computer inventory in the AiM system for FMD division

Qualifications

Minimum Qualifications

• Knowledge of computers, including Microsoft Office software (Excel, Word, PowerPoint, and Access)
• Knowledge of Financial Accounting Systems (Banner / RealSource, AiM, CMMS) and Higher Education and state procurement regulations
• Knowledge of basic accounting and business principles
• Ability to work independently and diplomatically with both internal and external customers and vendors
• Ability to communicate effectively
• Strong organizational skills
• High School Diploma, GED, or equivalent
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU

Preferred Qualifications

• Associate or Bachelor college degree preferred
• Several years' office/clerical work experience
• Knowledge of Financial Accounting Systems (Banner, RealSource, AiM, CMMS)
• Knowledge of higher education and state procurement regulations