Finance Portfolio Associate (Account Clerk)

JOB SUMMARY : The Shared Services Finance Portfolio Associate (account clerk role) serves in a customer-facing, consultative role and is responsible for providing finance and procurement support in a timely and accurate manner and in compliance with all applicable institutional, state, and federal regulations, policies, and guidelines. The Finance Portfolio Associate will also provide transactional support, guidance, and review on financial processes. The Finance Portfolio Associate will work closely with employees within the departments served, as well as with different areas in the Controller’s Office, providing a high level of customer service and professionalism in all interactions. This position functions under the supervision of the Shared Services Portfolio Manager, utilizing various technologies to provide professional services. CHARACTERISTIC DUITES : Creates requisitions (Reqs) and submits purchase orders (POs) to requestors and vendors. Initiates and troubleshoots new vendor setup process. Communicates directly with vendors and places orders as needed. Performs PO/ BPO maintenance and monitors purchasing process to completion. Provides guidance to college and departmental staff in determining the appropriate method of procurement for all routine purchases, including Procard usage, in accordance with TU purchasing policy. Provides further assistance to departments to help ensure purchasing needs are met, including assistance with quote and sealed bid process. Processes check requests for Accounts Payable, Payroll, and Human Resources. Performs ProCard purchases for SSC purchase requests. In some circumstances, provides oversight for other department’s ProCard users’ transactions. Reconciles ProCard statements, maintaining required documentation for future audits. Receives and reviews invoices from third-party vendors for purchases, confirms data and necessary approvals, and works with initiators to address changes as needed. Assists departmental areas with various financial transaction needs including processing budget transfers and forwarding journal entry requests. This includes verifying correct general ledger accounts and facilitating object code setup, if needed. Confirms budget availability related to routine expenses such as check requests and vouchers, while also reviewing for policy compliance. Works closely with the student association and the student organizations with their purchases and check requests. Trains members of the TU community on SSC SharePoint site and forms, on all the steps of financial processes, and on basic aspects of budget, Colleague, and Self-Service. Works closely with Purchasing and AP, troubleshooting problems and facilitating communication among the different areas, including daily review of issues flagged in ImageNow system used for document management. Interacts with the Office of Research and Sponsored Programs as needed to ensure research related purchasing is conducted in compliance with all grant restrictions and guidelines, including facilitating cost transfers between research and non-research accounts where necessary. Manages and assists with the financial aspects of projects, such as, PO’s, budget/actual comparisons. Works independently, requiring specialized knowledge or expertise. Performs additional duties as assigned.

Physical Demands

Standard office environment.

Required Qualifications

KNOWLEDGE, SKILLS AND ABILITIES : Ability to work independently, without close supervision. Strong data processing and analytical skills. Knowledge of finance and procurement terminology and practices. Proficiency using a PC with a variety of software packages including Microsoft Office. Ability to process and present data using Microsoft Excel and various in-house financial systems. Excellent written and verbal communication skills with a keen attention to detail. Strong interpersonal skills and ability to work as part of a team. Excellent organizational skills; ability to handle multiple tasks while meeting deadlines. Knowledge of records management policies and procedures. Demonstrated ability to effectively analyze data, think critically, and make appropriate decisions. Ability to maintain confidentiality in compliance with rules and regulations, including HIPPA and FERPA guidelines on the disclosure of information. Effectiveness in working with a variety of administrative levels and diverse groups of people located both internally and externally to the university. Demonstrated ability to build and maintain positive relationships within and outside of reporting lines. MINIMUM QUALIFICATIONS : A minimum of 3 years of experience OR a comparable combination of education and experience in a business office setting Knowledge of finance, grants, terminology and practices Knowledge of accounting systems and data. Knowledge of records management policies and procedures Demonstrated ability to effectively analyze data and inquiries, think critically, and make appropriate decisions Demonstrated ability to communicate effectively in written and verbal formats Demonstrated ability to build and maintain positive relationships within and outside of reporting lines Demonstrated ability to establish priorities and meet deadlines Demonstrated ability to lead people, projects, and/or teams Demonstrated interest in developing new procedures and best practices

Preferred Qualifications

PREFERRED QUALIFICATIONS : Experience serving multiple units as part of a service team Experience performing finance related work at a higher education institution Experience coaching, mentoring, and developing staff. Knowledge of federal and state laws and guidelines related to business practices