Fiscal Coordinator 1

Location
Adair Village, Benton County / Corvallis, Benton County
Posted
Mar 19, 2014
Jobs Outside Higher Education
Businesses & Consultants
Employment Type
Full Time

Job Title: Fiscal Coordinator 1

This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities: No

Appointment Type: Classified Staff

Department: AgSci/Marine BusinessCtr 391520 QBC

Position Summary: This recruitment will be used to fill one full-time Fiscal Coordinator 1 position for the Agricultural Sciences and Marine Sciences Business Center (AMBC) at Oregon State University (OSU).

The Agricultural Sciences and Marine Sciences Business Center is responsible for providing financial, administrative and human resource services to the College of Agricultural Sciences (CAS) and the Hatfield Marine Science Center.

This position performs special fiscal analyses/audits for the AMBC manager, the deans of the College of Agricultural Sciences and serves multiple units in the AMBC, with a particular focus on CAS Administration (including Academic Programs, BioResource Research, the Corvallis Farm Unit and ROOTS IT), the Department of Agricultural Education and Agricultural Sciences and the Department of Fisheries and Wildlife.

This position also provides AMBC wide support in the development and implementation of policies and procedures. This position plays a critical role by providing highly complex fiscal functions, analysis, projections, interpretation of policy, budget management, and financial solutions to deans, AMBC managers, unit heads, and principal investigators.

Position Duties: 40% Fiscal Management
Interpret University and agency guidelines and policies, and act independently to determine the correct application of these guidelines to accounts.
Work independently and in AMBC focus groups to create policies and procedures for implementation, execution, and review/audit of the fiscal operation. Assist in the implementation of OSU and AMBC policies and procedures across the business center.
Conduct special analyses for the deans and business center manager such as funding by commodity, analysis of faculty raises, college attrition, tenured faculty commitments, etc.
Respond to audits, conduct college wide internal audits (e.g., PCard, petty cash, record retention) at the request of the business center manager.
Monitor OSU Foundation accounts including reimbursement transaction aging, oversight of all CAS accounts, and detailed monitoring of college level accounts. Prepare foundation reports needed by the college such as the ER Jackman financial statement and entomology program reports.
Develop long range planning documents.
Monitor, analyze and execute the transactions related to the financial arrangement between OSU and Eastern Oregon University (EOU) for the OSU Ag Program at EOU, including the annual financial settle-up.
Develop or research the appropriate fiscal reporting/tracking systems, forecast fiscal needs and conduct special studies to research and/or justify fiscal requests/needs.
Prepare/compile and provide a variety of fiscal reports, utilizing the University's financial information systems.
Oversee or conduct technical fiscal functions involving accounting, budgeting, payroll, auditing, analysis, grants, purchasing and inventory.
Review, modify and recommend improvements in subsidiary and general accounting systems, apply knowledge of accounts and program relationships, and internal control systems for the efficient and accurate processing of financial data.
Advise deans, unit heads and AMBC managers in the fiscal management of units.
Forecast and analyze revenue and expenditure trends.
Serve as the unit representative for fiscal audits.
Verify all internal/external fee schedules are current and renewed in a timely manner. Coordinate any revisions or new applications of internal/external fee schedules by faculty. This requires working directly with faculty to update, revise or add fees.
Monitor incoming Building Use Credits and construction/plant funds for served units. Coordinate with Procurement and Contract Services (PACS) and project leaders to acquire the best price, monitor purchasing/building process to meet timely completion of project.

40% Accounting and Budget Management
Prepare annual unit and CAS administration budgets.
Maintain up-to-date records of college administration and unit fiscal status and projections on all college administration and unit accounts. Review encumbrances, expenditures and budget changes for accuracy. Reconcile monthly ledger statements and make necessary or required corrections, adjustments and/or transfers.
Utilize information gathered during monthly review to monitor, correct and/or adjust payroll for employees.
Notify unit grants and contracts technicians of any grant or contract problems that may require attention during the term of a grant or contract.
Unit liaison with CAS Administration for resolving problems on budgets, reserves, expenditures or receivables.

Position Duties (continued): Organize, coordinate and monitor year-end procedures. Prepare necessary reports on payables and receivables for year-end close.
Maintain computerized reports of expenses and encumbrances for all faculty accounts. Notify faculty of potential financial issues; make recommendations for resource allocation and budget planning among their various accounts. Estimate, analyze, and reconcile returned overhead. Chart trends for college administrators and unit heads and project future returned overhead income.
Review and approve documents in Banner Self-Serve. Process Agricultural Research Foundation documents for served units.

15% Research Grants, Contracts, and Service Account Management
Collaborate and provide support/backup to grant coordinator for served units:
Prepare, monitor and adjust budgets. Monitor and reconcile accounts. Maintain computerized reports of revenue, expenses and encumbrances on a monthly basis. Notify faculty of potential financial issues; make recommendations for resource allocation and budget planning among their various accounts.
Assist faculty and PACS in setting up agreements for the unit. Monitor each agreement until completed. Oversee accounts receivables for the units.
Assist faculty in processing the appropriate paperwork for routing personal service contracts and personal service invoices through PACS. Maintain log of unit personal service contracts. Monitor end dates and contract balances.
Monitor and distribute cost share requirements as needed to meet units' financial commitments.
Assist with grant and contract accounting as needed.

5% Other Duties
Oversee the management of the College of Agricultural Sciences' dwelling units, including policy development, income redistribution, property assessment re-distributions, appraisals, year-end monitoring, and provide support for administrators of individual units.
Meet with and assist persons from within and outside the unit and the AMBC on various matters.
Respond to financial issues with internal and external customers and vendors.

Working Conditions/Work Schedule:

Minimum/Required Qualifications: A Bachelor's degree with 24 quarter (16 semester) hours of accounting courses and two years of accounting experience*; OR
a CPA or PA certificate and two years of accounting experience*; OR
24 quarter (16 semester) or 240 clock hours of accounting courses and three years of accounting experience*.
*Accounting experience must include at least 6 of the following:
-documenting and resolving problems within an accounting system;
-classifying revenues and expenditures to funds and accounts;
-ensuring accounting system conforms with applicable controls;
-reconciling accounts to general or control ledgers;
-preparing journal vouchers;
-applying accounting principles to one or more functional areas; i.e., AR, AP, etc.,:
-tracing errors through accounting system;
-processing data using a computer;
-communicating technical material orally and in writing;
-applying computer report information;
-knowledge of governmental and fund accounting;
-applying PC spreadsheet, database, and word processing software.

All courses must be from accredited colleges, universities, or private vocational schools. Transcripts must be submitted for all required and/or related courses.

Proficiency in Excel.

Ability to set priorities, meet deadlines.

Ability to multi-task in busy, fast-paced office environment with interruptions.

Ability to manage multiple projects/activities, problem solve, make effective decisions and work independently.

Possess effective oral and written communication skills.

Ability to work as part of a team.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.

Preferred (Special) Qualifications: Experience interpreting state, federal, university, and other rules and regulations in order to assure the ability to assess compliance with policies, regulations, guidelines, and statutes.

A demonstrable commitment to promoting and enhancing diversity.

Scholarly Outcomes for Position (academic faculty only):

Posting Date: 03-07-2014

For Full Consideration Date:

Closing Date: 04-04-2014

Recommended Full-Time Salary Range: $3397-$5201

Special Instructions to Applicants: Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.

Typically, the starting salary is at the lower end of the salary range.

For more information, please contact Jack Breen, 541-737-5909, jack.breen@oregonstate.edu.

OSU is an affirmative action/equal opportunity employer.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.

Transcripts must be submitted for all required and/or related courses. All courses must be from accredited colleges, universities, or private vocational schools. The online application system will allow you to attach your transcripts if the PDF file is 5MB or less. If over 5MB in size, submit to contact person listed. Transcripts must be received by the closing date if not uploaded with your application.

Preview of Posting Specific Questions

Responses to the Posting Specific Questions are limited to 1200 characters, including spaces, when answered within the system space provided.:
Please answer the posting specific questions as thoroughly and completely as possible (no more than two pages for each question). The following options are available:

1)Answer the questions in the space provided.
2)Attach your answers as a separate document under "Other Document" on the documents page of the posting when applying.

If you choose option 2, when answering the posting specific questions, you must enter into the provided text box a message that states "Uploaded answers as Other Document."


1. Please describe a fiscal analysis you performed that forecasted future financial conditions.

2. Describe how you obtained your knowledge of and experience performing accounting functions. Include a) preparing and analyzing financial reports and budgets; b) reconciliation; c) accounts receivables.

3. Describe your computer experience and the type of documents generated for each of the following: a) spreadsheets; b) word processing; c) computerized accounting systems. Indicate the specific software you used for each application.

4. Describe your experience working in a team environment.

Posting Number: 0012058

Quicklink for Posting: jobs.oregonstate.edu/applicants/Central?quickFind=63674

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