at University of Illinois in Urbana, Illinois, United States
Job Description
Business and Finance Specialist-IGPA (Hybrid)System Office positions, such as this position, are not eligible for the employee referral program.
Job Summary
Provide vital support to the Senior Business Manager, faculty and staff of IGPA needed to ensure the smooth operation of fiscal, business and procurement affairs.
1. Responsible for reconciling monthly statements. Posts financial information to internal spreadsheets and other related records. Balance totals in spreadsheets with reports from Banner. Notes discrepancies and using independent discretion, prepares journal vouchers to transfer expense charges to the appropriate CFOP strings. Notifies Senior Business Manager of any problematic areas. Compiles and provides monthly financial reports for all accounts including individual IGPA public service and communication activities to the Senior Business Manager and Principal Investigators for review. Secures needed funding from co-sponsored units as necessary. Maintains files of completed statements after review and approval by PIs (Principal Investigator). Assists Senior Business Manager and higher-level staff with account close out by preparing labor redistributions and journal voucher transfers. Prepares summary financial reports when requested by management.
2. Responsible for preparing and managing Chrome River Expense and Travel vouchers to ensure submission and compliance with University and/or funding agency rules. Uses judgment for difficult coding of CFOPs where advanced knowledge of various IGPA programs is required. Reviews for completeness, accuracy, availability of funds, appropriateness, and conformity to University policies and procedures and submits for approval. Monitors charges using Banner, My-UI-Financials, and EDDIE and pulls corresponding paperwork regularly throughout the month. Obligates all pending charges. Makes travel arrangements for faculty, graduate students, and guests including airline ticket reservations, hotel accommodations, rental car reservations, conference registration fees, etc. as needed. Answers questions from faculty and staff regarding reimbursement/payment processing. Researches and prepares stop payments and lost check inquiries. Provides Vendor Identification forms to new entities as needed and submits to Payables for processing.
3. Serves as the lead on all purchases for the Institute of Government and Public Affairs and as the main point of contact regarding purchasing inquiries. Initiates, manages and coordinates communications with faculty, staff, vendors and University Purchasing to ensure timely procurement of equipment, goods, and services. Provides verbal and written interpretation of policies and procedures, rules and regulations, revised statutes and internal guidelines to assist faculty, staff, and vendors in interpreting both purchasing and travel policies. Manages iBuy and iStores orders as needed. Oversees the timely payment of departmental invoices. Reviews and facilitates resolution of faculty, departmental, and vendor questions, concerns, and complaints regarding the procurement process. Oversees and provides detailed analysis of aging reports for departmental purchases and year-end closeout noting apparent errors or inconsistencies. Independently reviews contract documents, such as maintenance agreements, bids, and quotes. Reviews and reconciles P-Card transactions for the Institute of Government and Public Affairs. Reviews transactions to ensure proper funding source use and application of business and grant rules. Composes invoices for billing as outlined in contractual agreements and tracks payment of invoices. Under the direction of the Director of Strategic Operations, manages IGPA's fixed asset inventory for the Urbana and Chicago offices. Ensures new items are properly recorded and tagged according to University rules and procedures, keep and maintain accurate internal records. Ensures that surplus items are disposed of in accordance with University policy. Oversees the biennial physical asset count.
4. Serves as backup for work orders to Facilities & Services and online car reservations for faculty and staff. Serves as contact for department copier and postage meter. Reviews copier usage for personal copies and grant copies. Requests reimbursements, as applicable, or prepares journal vouchers to transfer expenses.
5. Serves as the backup Unit Security Contact for IGPA.
6. Other duties, responsibilities, and special projects appropriate for this position as assigned.
Minimum Qualifications
Per Sucss Class Specification 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. (NOTE: A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.) Based on position requirements, additional education, training, and/or work experience in an area of specialization inherent to the position may be required.
Knowledge, Skills and Abilities
- Able to set appropriate work priorities and be able to establish good, positive relationships with faculty, staff and students. Working knowledge of office procedures obtained through oral instruction, procedures manuals, and memos. Individual demonstrates a dedication to high quality performance. Understand and appreciate the full purpose, meaning, and need for confidentiality when working with financial documents and mail.
- Ability to work independently with strong organizational skills and attention to detail, good judgment and excellent discretion and diplomacy in the performance of all work assignments. Proven ability to meet deadlines and complete work assignments with minimum supervision. Proven ability to exercise sound judgment in making recommendations and decisions.
- Knowledge of business and management principles.
- Ability to work collaboratively to effectively interact with internal and external customers, as well as University and departmental officials and staff.
- Ability to analyze, interpret and explain work related documents, policies and procedures.
- Excellent verbal and written communications skills that are tactful, concise, clear and effective to interact with IGPA scholars, staff at various levels on all three campuses and within the University System Offices.
- Excellent keyboarding, grammar, and proofreading skills, with strong emphasis on accuracy and applicable formats and criteria, to prepare reports, and other documents that appropriately reflect University and department standards.
- Strong interpersonal skills that reflect courtesy, diplomacy and a collaborative approach to develop and maintain effective work relationships.
- Knowledge of University policies and procedures is preferred but not required.
This is a 100% full-time Civil Service 5010 - Business/Administrative Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after 8/19/2024. Starting Salary is $50,000, salary is commensurate with experience.
Sponsorship for work authorization is not available for this position.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on July 24th. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact johannam@uillinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .
Requisition ID: 1025891
Job Category: Administrative
Apply at: https://jobs.illinois.edu
