Senior Financial Technician

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Summary:

VCU's Facilities Management Department Senior Financial Technician – Facilities Operations

Unit: Facilities Operations Admin

Department: Facilities Ops Admin

The Senior Financial Technician serves as the primary point of contact and specialist ensuring the independent and accurate submission of critical financial processes within Facilities Operations. The Senior Financial Technician serves as backup for transactional purchases for a wide variety of goods, services, and inventory. This involves "receiving" the invoice in Real Source and applying appropriate charge data to the CMMS System (AiM) within 48 hours of receiving in Real Source.

This also involves tracking for payment through the Real Source system, tracking for contract file updates, reconciling monthly invoice statements, and analyzing issues.

As a backup for purchases, this position:
Receives demand signals and purchases goods, services, and inventory 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;
Exhibits exceptional customer service and operational support skills.

The incumbent would be responsible for completion of work assignments on time and error free and to perform job duties in a courteous and professional manner at all times.

• 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 Real Source.
• Check on payment status of vendor invoices.
• Track expenditures on PO's and alert supervisor of any issues.
• Primary contact for vendor payment status.
• Reconcile all invoice discrepancies as soon as problem arises. Audit invoices to ensure all are processed and meet prompt payment.

• Create electronic purchase orders and change requests in Real Source.
• Monitor timeliness of action on invoices (prompt pay).
• Develop strong working relationships with vendors.
• Liaison with Financial Services, Procurement, and Contract Administration.
• Track expenditures on PO's and bring attention to any issues.
• Stay current on procurement processes and procurement documents.
• Keep supervisor apprised of all issues as they arise.

• 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.
• Use all office resources, including telephone, office equipment, electronic communication, video chat, and the internet in a professional manner.

• Assist in the establishment, maintenance and tracking of warehouse locations and inventory control.
• Assist in spot checks and annual inventories.
• Place inventory orders and process complex inventory invoices.
• Execute counter releases of materials.
• Assist in the management of the AiM Inventory Module.
• Contribute to the establishment of the program, records maintenance, and overall success of the module.
• Assist in records management to include filing and retaining shipping documents, pick tickets, updating AiM, and locator information.
• Other duties as assigned.

• Strong analytical and critical thinking skills to execute simple to moderately complex purchases of supplies, equipment, services and inventory.
• 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, identify discrepancies, and apply sound judgment in resolving issues.
• Ability to interpret documents and communicate compliance issues.
• Thorough knowledge of personal computers and PC-based database management programs.
• Demonstrated ability to provide exceptional customer service to internal and external customers in a professional manner.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a 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, Real Source, and Banner.
• Ability to obtain VCA or VCARM…