Energy & Materials Audit Coordinator

Job description

Energy & Materials Audit Coordinator

Job Summary/Description

Employee performs moderate to difficult mathematical applications managing the accountability of utilities, inventory, procurement and invoicing for the university. Analyzes and resolves discrepancies, audits, and approves invoices for utilities. Manages inventory and procures parts as needed.

Typical Duties/Job Duties

1. Energy Management
a. Audits monthly utility invoices to assure accuracy for cost and consumption.
b. Contacts vendors and corrects discrepancies.
c. Records utility data and notifies supervisor of changes above the norm.
d. Monitors utility budgets for funding.
e. Prepares payment method report on each invoice for internal accounts payable department.

2. Inventory
a. Conducts weekly inventory audits for materials used.
b. Research and resolve discrepancies on parts issued/not issued.
c. Prepares bi-monthly interdepartmental fund transfers for all purchases and issues.
d. Audits budget funding on the transfers to ensure department is reimbursed expenses.
e. Supports director with fiscal year end reconciliation.
f. Assist vendors and internal customers with questions related to inventory.

3. Purchasing materials
a. Uses university credit card to purchase items from vendors; researches multiple vendors for best value.
b. Enters purchase receipt information in FAMIS, the Integrated Workplace Management System for payback of funds and accountability. Also enters purchase in the Vendor Procard web based system.
c. Reconciles ProCard statement to monthly activity in FAMIS and online vendor site.

4. Procurement
a. Administer procurement documentation process and ensure compliance with internal and external requirements and regulations.
b. Reconcile departmental accounts.
c. Researches incomplete purchase orders and receivers.
d. Compose correspondence; prepare spreadsheets; reports; and forms; as needed to complete university or state requirements.

5. FAMIS Software
a. Assist in training employees on the use of the FAMIS software system.
b. Verify charges on Supply work orders for accuracy before applying labor and closing them in the system.
c. Enter new vendors, employees, and requestors into FAMIS as needed.
d. Enters all utility data into FAMIS.
e. Enters data and tracks all service contracts within FAMIS.
f. Prepares reports from data in FAMIS.

6. Performs other duties as assigned.

Knowledge, Skills and Abilities

· Knowledge of utility billing practices and fees and the ability to analyze the invoices form utility vendors.
· Moderate knowledge of Excel and prefer an understanding or Oracle based systems.
· Strong customer service relations.
· Knowledge of inventory systems and accountability
· Knowledge procurement practices and State of Texas purchasing guidelines
· Skilled in oral and written communication and interpersonal skills
· Ability to analyze, troubleshoot and problem solve on your own
· Ability to perform task requiring complete accuracy with attention to detail
· Ability to multitask with frequent interruptions and changing priorities
· Understanding of office equipment and accounting principals
· Ability to calculate and/or determine standard weights, measurements, and quantities

Minimum Qualifications

Possession of a high school diploma, GED certificate, or a combination of experience and training which provides the knowledge, skills, and abilities for successful performance in the position. Three years of central supply/materials management or closely related experience required.

Preferred Qualifications

Bachelor's degree in accounting, business, management, or other directly
related field preferred.

Physical Requirements

Position is located in a warehouse environment.
Requires prolonged periods of sitting, occasional walking, and intermittent
bending and standing; medium level manual dexterity is required; occasional
lifting up to 35 lbs.

Works in a well-lighted, temperature-controlled environment; occasional
exposure to dust and inclement weather conditions.

EEO Statement

Angelo State University is an equal opportunity employer and is committed to promoting and ensuring equal employment opportunity for all individuals without regard to race, color, religion, sex, national origin, age, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act (ADA), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at (325) 942-2168 or email us at [email protected]




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Job No:
Posted: 12/4/2018
Application Due: 2/2/2019
Work Type: