Fiscal Technician
Virginia Commonwealth University
Richmond, VA
Full-time
Accounting
Posted on May 16, 2024
Summary
VCU's Facilities Management Department is seeking to hire a Fiscal Technician.
The Fiscal Technician serves as the primary point of contact and specialist ensuring the independent and accurate submission of critical financial processes Facilities Operations. The Fiscal Technician serves as a backup for transactional purchases for a wide variety of goods and services.
This involves "receiving" the invoice in RealSource and applying appropriate charge data to the CMMS System (AiM) within 48 hours of receiving in RealSource. This also involves tracking for payment through the RealSource system and tracking for contract file updates.
As a backup for purchases the Fiscal Technician receives demand signals and purchases goods and services in support of the geographic maintenance zones and other facilities ancillary services; properly utilizes the purchase card (p-card) up to the small purchase threshold as well as purchase orders over the threshold; ensures that all purchases are performed accurately, timely and in accordance with applicable state laws & policies and VCU policies; keeps accurate and detailed logs, files, and electronic inventory management system.
The Fiscal Technician completes work assignments on time and error free and performs job duties in a courteous and professional manner at all times.
Duties include (but are not limited to):
Invoice/Payment Processing
- Review invoices promptly and reconcile all invoice discrepancies as soon as a problem arises
- Audit invoices and ensure all are processed to meet payment procedures and state guidelines
- Receive goods and services in AiM and RealSource
- Check on payment status of vendor invoices
- Track expenditures on PO's and alert supervisor of any issues
- Create electronic purchase orders and change requests in RealSource
- Monitor timeliness of action on invoices (prompt pay)
- Develop strong working relationships with vendors in order to provide support to supported components
- Liaison with Financial Services, Procurement, and Contract Administration
- Deliver clear and concise responses to customer requests, vendors, and/or VCU procurement whether verbally or in writing
- Listen to and anticipate customer needs
- Communicate respectfully to internal and external customers
- Respond in a timely manner and take initiative to assist customers
- Observe confidentiality
- Assist in the establishment, maintenance, and tracking of warehouse locations and inventory control
- Assist in spot checks and annual inventories
- Execute pick tickets
- Assist in the management of the AiM Inventory Module; contribute to the establishment of the program, records maintenance, and overall success of the module
- Other duties as assigned
- Ability to execute simple to moderately complex purchases of supplies, equipment, and services
- Ability to proficiently use automated procurement systems
- Excellent communication skills, strong math background, knowledge of general business practices including purchasing and accounting
- Ability to work independently and diplomatically with both internal and external customers and vendors
- Detail oriented with ability to multi-task, make decisions, handle problems, and produce results
- Ability to interpret documents and communicate compliance issues
- Thorough knowledge of personal computers and PC-based database management programs
- High School Diploma, GED, or equivalent
- Demonstrated ability to provide exceptional customer service to internal and external customers in a professional manner
- Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU
- Knowledge in the areas of material acquisition, sourcing, and vendor management
- Experience with p-card purchases
- Experience with a CMMS-based system, RealSource, and Banner
Physical Demands and Activities
Light Lifting (<20 lbs): Essential
Moderate Lifting (20-50 lbs): Marginal
Heavy Lifting (>50 lbs): Marginal
Pushing/Pulling: Essential
Standing: Essential
Sitting: Essential
Repetitive Motion: Essential
Walking: Essential
Climbing: Marginal
Reaching: Essential
Bending: Essential
Environmental Conditions
Extreme heat/cold: Marginal
Extreme Noise: Marginal
Vibrations: Marginal
Fumes: Marginal
Mists/gases: Marginal
Emotional Demands
Fast pace: Essential
Average Pace: Essential
Multiple Stimuli: Essential
Intense Customer Interaction: Essential
Frequent Change: Essential
Mental/Sensory Demands
Memory: Essential
Reasoning: Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication: Essential
Written Communication: Essential
Work Days/Hours: Monday-Friday, 8:00am-4:30pm
ORP Eligible: No
VCU Slotting: Financial Technician FS 1 (18111)
Closing Date: May 30, 2024
Salary Range: $35,000 - $40,000
Position Details:
Department: Facilities Management, Contract Administration
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt