Finance Specialist (Hybrid) - Beckman Institute for Advanced Science and Technology

About the role

Support the non-grant account portfolio for the Beckman Institute in collaboration with other members of the Finance Team. This role is responsible for analyzing, monitoring and documenting business transactions in a high-volume environment and requires financial accuracy, compliance with university policies and effective communication with stakeholders across the institute and campus.

Responsibilities

• Review and approve the use of assigned non-grant funds for expenses such as employee appointments, i-Buy orders, Emburse expenses and travel reimbursements.
• Maintain understanding of and apply State of Illinois, University, campus and departmental regulations, procedures and policies across all platforms.
• Respond to and resolve Finance inbox inquiries related to procurement, CFOP management, reimbursements, accounts payable, accounts receivable and general financial operations.
• Advise faculty, staff and departments on university policies and procedures, ensuring compliance with institutional requirements.
• Resolve a variety of financial issues, manage inbox communications by categorizing and filing records appropriately and dispose of non-record communications according to departmental practices.
• Serve as Department Card Manager (DCM) by processing new Purchasing Card “P-Card” and Travel Card “T-Card” requests, modifications and terminations upon departure.
• Perform required DCM functions in software systems, serve as liaison between unit and University Payables for exceptions and report noncompliance to the proper authority.
• Ensure all P-Card and T-Card transactions are reconciled in a timely manner.
• Perform daily sales tracking of Ted’s Café. Reconcile monies collected to point of sale reporting. Prepare deposit slips when required. Work with Café staff to resolve errors or discrepancies.
• Participate in the annual Café inventory (on June 30 or last business day of June).
• Generate and distribute monthly financial statements for all Beckman non-grant CFOPs. Perform monthly reconciliation of assigned financial statements.
• Review statements for compliance with university policy and fund intent. Identify and correct errors and rogue transactions deficits. Work with integrated units to appropriately resolve these issues.
• Prepare and process journal vouchers and PZAREDS "payroll transfer" transactions for departmental accounts within the University BANNER financial system as needed.
• Provide backup support for team members during absences to ensure continuity of operations.
• Perform other duties as assigned to support team and departmental needs.
• Serve as Unit Security Contact (USC). Maintain knowledge of the Security Application and assign permissions as appropriate.
• Participate in continuing professional development (e.g., conferences, seminars, webinars, etc.) to improve knowledge and judgment.

Requirements

• Bachelor's degree in business administration, management, or a field related to the position.
• Two (2) years of professional business, financial, and/or managerial work experience.

Preferred Qualifications

• Familiarity with University of Illinois policies and systems.

Skills

• Ability to perform efficiently and effectively in fast-paced, multi-task situations where deadlines are frequently imposed.
• Detail-oriented.
• Knowledge of OBFS policies and procedures relating to travel, purchasing, reimbursements and other applicable functions related to duties as assigned.
• Extensive knowledge of University of Illinois applications (e.g., BANNER, i-Buy, p-card, Emburse).
• Knowledge of debits and credits.
• Ability to work with database, spreadsheet, word processing and electronic communication programs.

Pay

The salary range for this position is $55,000/year - $60,000/year. Final salary offered will be determined by a thorough assessment of available market data, internal salary equity, candidate experience and qualifications, collective bargaining agreements and budget constraints.

Schedule

This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis.

Benefits

• Health, Dental, Vision, Life Insurance
• Retirement Plan
• Paid time Off
• Tuition waivers for employees and dependents