Accounting Clerk 3 NE40

About the role

The Facilities Office Coordinator serves as a central administrative and financial resource for the Campus Planning and Facilities Management (CPFM) division. The purpose of the role is to align facilities operations with university administration by coordinating financial transactions, maintaining compliance documentation, and ensuring streamlined communication across the division.

Responsibilities

• Coordinate the end-to-end procurement and accounts payable lifecycle for the division by executing requisition entries, tracking blanket Purchase Orders, and ensuring the timely submission of approved invoices.
• Administer all related financial activities, such as preparing journal entries, processing payment requests, and conducting meticulous reconciliations of departmental financial logs, budget reports, and Pcard statements.
• Maintain comprehensive, audit-ready financial records by implementing rigorous documentation practices and regularly reviewing transactions for accuracy and compliance with university policies.
• Proactively identify and address potential budgetary discrepancies, collaborating with relevant stakeholders to resolve issues and prevent financial errors.
• Enable and support overall controllership through careful cost reviews and analysis, identifying any opportunities for improvement.
• Administer all departmental HR workflows within the HCM system, including coordinating job postings, scheduling interviews, and verifying timesheet reconciliations to ensure accuracy and compliance with university policies.
• Leverage strong problem-solving skills to resolve discrepancies in HR data, interpret policy nuances, and address unique personnel scenarios as they arise.
• Demonstrate excellent interpersonal and communication skills by interacting professionally with candidates and staff.
• Foster a collaborative and welcoming environment, responding to sensitive inquiries with discretion and providing clear guidance on HR procedures.
• Utilize comprehensive knowledge of university risk management policies and procedures to administer the vendor onboarding and compliance process.
• Apply strong problem-solving skills to thoroughly verify insurance certificates and workers' compensation documentation, proactively identifying and resolving any compliance gaps to mitigate institutional risk.
• Demonstrate a high level of accountability by ensuring all vendor records are accurate, up-to-date, and fully compliant with university requirements.
• Serve as the central point of contact for all CPFM insurance claims, leveraging excellent interpersonal and organizational skills to coordinate communication among vendors, university departments, and external partners.
• Diligently organize and manage all necessary documentation, facilitating effective and timely claim resolutions while maintaining confidentiality and professionalism throughout the process.
• Facilitate the execution of service contracts through digital platforms such as DocuSign, ensuring each contract is processed efficiently and in accordance with legal, safety, and compliance standards.
• Maintain meticulously organized digital archives of all contracts and related documents, supporting transparency, audit readiness, and quick retrieval of information as needed.
• Process all university utility payments through the EnergyCAP and Bill Capture platforms, ensuring that all consumption data is captured accurately and on schedule.
• Utilize in-depth knowledge of university policies, financial procedures, and facilities operations to serve as the primary administrative liaison between CPFM units and central university offices, including the Controller's Office and Risk Management.
• Ensure all communications and administrative actions are handled with accuracy, professionalism, and in strict adherence to institutional standards.
• Proactively identify root causes of issues, help to develop effective solutions, and implement corrective actions that reconcile field-level operational demands with compliant administrative protocols.
• Perform other duties as assigned.

Qualifications

• Experience: 2-4 years of relevant professional experience in facilities operations or business administration.
• Education: High school education/diploma required. Bachelor's degree in Business Administration, Accounting, Public Administration, or a related field preferred.
• Skills: High level of computer literacy; extensive experience with Microsoft Office, e-mail, Google Apps, and Internet usage; proficiency in spreadsheet development and data entry, word processing; experience with Adobe Acrobat and Google; experience with enterprise systems (HCM, PeopleSoft Financials), and specialized databases is a significant plus.
• Other: Demonstrated analytical, investigative, and problem-solving skills; maturity and judgment to manage sensitive information in confidence; expertise in maintaining, tracking, verifying, and reconciling financial, purchasing accounts payable, human resources, and/or payroll data; ability to analyze and interpret financial data and prepare financial reports, statements and/or projections; willingness to learn and work with artificial intelligence (AI) tools and technologies; demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest; ability to meet consistent attendance; ability to interact with colleagues, supervisors, and customers face to face.

Benefits

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Pay

The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Schedule

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.