Financial Operations Assistant
Title: Financial Operations Assistant
Exempt Status: Non-exempt
Nature and Scope of Work
Under the direction of management assists with the preparation and monitoring of multiple program budgets. Principal accountabilities include preparing financial reports, processing financial documents, reconciling accounts, researching budget data, and providing procedural information to staff. Interactions occur with a variety of college staff, employees from partner organizations and vendors to problem solve, dispense information and/or respond to requests for data. Job requires well developed verbal skills to present and exchange technical or complex information. Incumbent is a key contributor to the accuracy, reliability and acceptability of budget data for a large, complex grant funded program. Responsible for journey-level work output on an independent basis subject to supervisory direction and review.
- Maintains fiscal recordkeeping and up-to-date information for multiple programs and subcontracts. Assists management in preparing and modifying the program’s annual budget and short term contracts including the proposed, approved, and modified budget document; and individual component budget documents.
- Maintains financial reporting system using accounting and spreadsheet software. Prepares weekly, monthly and quarterly financial reports that are used to monitor/track spending and project ending fund balances and net working capital expenditures. Prepares a variety of financial reports for use by managers and other staff in making financial decisions. Develops specialized expenditure reports as needed.
- Requests and monitors all positions, position numbers and incumbent activity. Reviews salary projections and expenditures for all staff to ensure that they fall within budget guidelines/limits. Adjust and change the cost distribution according to the adjusted budgets or contracts.
- Reviews management proposals to verify analyses and ensure that proposals are within budget limits. Notifies management of any budget shortfalls.
- Communicates procedures and budget information to staff, vendors, and customers. Provides accounting and financial technical assistance to many other departments.
- Provides support in maintaining a cost/fund accounting system and conducting “cost of services” studies for all programs.
- Enters revenue and expense data into the computerized budget system. Reconciles program financial accounts.
- Assists in maintaining the budget and financial systems and policies. Develops improvements in budgetary operations, procedures, policies and methods.
- Analyzes, interprets, researches and answers questions pertaining to financial reports, monthly budgets and related subjects. Prepares various analyses requested by management.
- Prepares and facilitates completion of complex contractual agreements, reports, letters, memos, etc. Maintain subcontract of program, agreement of rental equipment, and legal document of facility.
- Performs a variety of administrative and clerical activities to ensure financial and personnel requirements are met in a timely manner (e.g., verifies that transfer requests meet guidelines, ensures that staff expenditure requests meet guidelines and budget limits, coordinates distribution of materials, ensures proper processing, etc.).
- Provides support to management during year end closing (June to November) which includes helping process transfers on the mainframe, answering any questions that the college’s contracts accounting office might have regarding revenue, expenditures, fund movement, etc.
- Conduct and update personnel information. Submit updated paper work to Human Resources.
- Develops and maintains effective filing and recordkeeping system.
- Provides backup clerical support to other front office staff.
- Performs other related duties as assigned.
Work is performed in a normal office environment. Exposure to video display terminals occurs on a regular basis. Work pressures, disturbances of work flow and/or some irregularities in work schedule are to be expected.
Learned physical skill required for performing keyboarding and 10-key functions. Minimal physical exertion required.
High school diploma or equivalent. Associate’s degree or two years of college level training in accounting/bookkeeping. Experience performing the duties of the job may substitute for the college level coursework on a year-for-year basis. Two years of experience working in an accounting or finance related function. Experience working with the preparation of a large budget(s). Must have a working knowledge of computerized accounting and budgeting systems. Must have sufficient understanding of accounting principles to maintain fiscal record keeping and accurate up-to-date budget information for a large, complex grant funded program.
Must have the ability to maintain complex records and files, create complex financial reports, and computer generated graphics for reports and presentations. Good analytical and problem solving skills required. Ability to communicate effectively both orally and in writing; and to establish and maintain effective working relationships with co-workers and partner staff in a diverse workplace environment. Must have the ability to work with little or no supervision for long periods of time, and to prioritize projects to meet established deadlines. Knowledge of basic office practices and procedures. Working knowledge of personal computer applications, networks, printers and other peripherals. Proficient in use of spreadsheet and other software, and 10-key calculator.