Facilities Financial Coordinator

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The anticipated hiring range for this position is $20 to $22 per hour. Hiring offers will be determined based on the final candidate's qualifications and experience. The recruiter can share more information about what the anticipated hiring rate would be based upon your specific qualifications during the selection process.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, retirement savings plan with high employer contributions, a generous paid time off program, and more!

As the benefits package at the CIA results in a significant value above the base hiring rate for this position, we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

POSITION SUMMARY

The Facilities Financial Coordinator is responsible for coordinating the financial activities of the Facilities organization, including the annual budget process. The Coordinator works closely with department managers in order to identify discrepancies and support financial consistency within the facilities department.

ESSENTIAL RESPONSIBILITIES

• Supports members of the Facilities department to create purchase orders, receive, review, and approve processes for payment of invoices.
• Reconciles paperwork and identifies discrepancies or incomplete paperwork.
• Distributes invoices to appropriate supervisors as received by the department and obtains approvals and accounts to be charged based on supporting documentation.
• Oversees department use of automated purchasing software system (Oracle) and departmental credit card purchases.
• Arranges for new user set-up and training with the purchasing department.
• Enters, submits, and monitors approval of purchase order requests.
• Communicates with management and vendors regarding Institute insurance requirements.
• Organizes and maintains vendor insurance documents.
• Works with vendors regarding contract, purchasing and invoice related issues.
• Contacts vendors as needed including, but not limited pest control, elevator, fire suppression, kitchen cleaning and waste removal.
• Assists management with the bid/re-bid of department contracts upon expiration. Prepares contract documents and secures proper signatures on all documentation.
• Coordinates the facilities budget process.
• Schedules and communicates arrangements for individual department meetings. Participates in meetings and prepare summary notes.
• Supports activities as needed related to uniform program. Allocates associated expenses (rental, purchase and cleaning services) for costing and budgeting purchases.
• Assists the help desk function by taking calls during peak periods or shortages due to absence and monitoring work order system, entering work orders as needed.
• Any and all other duties as assigned.

REQUIRED QUALIFICATIONS

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• High School Diploma or equivalent.

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• Minimum of one (1) to two (2) years of work experience in accounting/bookkeeping.
• Previous experience in a purchasing environment.

PREFERRED QUALIFICATIONS

• Associate's Degree in Accounting, Business or related field.
• Experience in Accounts Payable.

REQUIRED SKILLS

• Excellent math skills.
• Excellent written and verbal communication skills.
• Strong computer experience, which must include abilities to work effectively with MS Office suite products.
• Strong teamwork and interpersonal skills; ability to be adaptable, dependable and handle multiple priorities simultaneously.
• Demonstrated ability to show a high level of service responsiveness to internal customers.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

WORKING CONDITIONS

• Regular work requires a great deal of sitting and exposure to a computer monitor for extended periods.
• Must be able to work overtime on nights and weekends as required by business needs.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person