Facilities Finance Assistant

IMPORTANT APPLICATION INSTRUCTIONS:

• Upload Resume or Curriculum Vitae for automatic population of information to the application.
• The contact information work experience and education listed on your Resume/CV will be parsed and input into your Montclair application.
• Review information and double-check all fields containing information that the system parsed the software is intelligent but you need to verify that the data is accurate.
• In the My Experience section you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note: If you have an expansive CV we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV as well as all other supporting documentation in the My Experience section of your application.

Job Description

SUMMARY:

Reporting to the Director of Facilities Finance the Facilities Finance Assistant provides prompt and responsive financial administrative support to University Facilities cost centers. Employing a high level of professionalism customer service and a commitment to teamwork this position specifically performs the tasks of requisitioning invoice processing monitoring payments and reconciling vendor account statements in accordance with established rules regulations policies and procedures.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Maintain current copies of University contracts and BOT waivers.

• Assist with adding and updating supplier information and enter purchase requisitions and supplier invoices into the financial system based on requests from operating cost center managers in accordance with MSU procurement policies and thresholds.

• Process invoices for payment by entering a receipt in the financial system and emailing the invoice to Accounts Payable (with Certified Payrolls if required) and monitor payment.

• Generate cost center reports including the Operating Budget Variance (R002) and Open Obligations reports and resolve related Match Exceptions and Open Obligations issues.

• Obtain vendor account statements and reconcile monthly and resolve all vendor issues.

• Participate in monthly AVP group meetings.

• Assist the Real Estate Manager with procurement and financial functions including drafting requisitions processing invoices and maintaining organized documents to support lease licensing and property-related transactions.

• Support the management and tracking of utility accounts across University Facilities including monitoring usage verifying charges and ensuring timely payment of invoices in alignment with budgetary guidelines.

• Maintain communication with Facilities Finance regarding any open issues.

• Prepare year-end accruals with specific attention to final receipt day in the financial system. Confirm accruals in the current year and accrual reversals in the following year.

• Attend all training relevant to job responsibilities as directed.

• Comply with occupational safety and health standards including all relevant rules regulations and orders. Consistently follow safety procedures and use Personal Protective Equipment (PPE) as required.

• Utilize various types of electronic and/or manual recording and information systems.

• Perform other duties as assigned.

• Management retains the right to add or change job duties at any time.

QUALIFICATIONS:

REQUIRED:

• Bachelors degree from an accredited college or university.

• A minimum of one year of professional experience working in a team environment in a business field related to the functions of this position specifically Accounts Payable or Procurement.

  • Note: Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

• High-level proficiency in the use of the Microsoft Office; specifically Word and Excel.

• Strong verbal and written communication skills.

PREFERRED:

• Experience in Workday Finance.

*NOTE: This is a Civil Service position. As required by the State of New Jersey in order to be certified to the position and attain permanent status in title candidates are required to successfully serve a 4-Month Working Test Period.

SALARY RANGE: P18: $56253.35 - $81896.85 *NOTE: Salaries for internal candidates are determined by the New Jersey Civil Service Commissions formula. Salaries for external candidates are determined up to step four $63946.40.

NJ SAME Applicants

This position is a non-competitive unclassified posting and complies with the NJ SAME Program. If you are applying under the New Jersey SAME program your supporting documents (Schedule A or B letter) resume (CV) as well as the names and contact information for three professional references should also be sent to: and .

For more information on the SAME program visit their website at: email: or call CSC at: .

In accordance with the New Jersey First Act P.L. 2011 c.70 effective September 1 2011 new public employees in certain positions (other than faculty who are exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants who have a concern with meeting this requirement should discuss with Human Resources if the position for which they have applied is eligible for an exemption from this requirement.

PROCEDURE FOR CANDIDACY
Applicants should include a resume and cover letter describing how their background skills and education match the needs of the University. When applying please take a moment to carefully read and follow the steps in the application instructions.

Salary Range

The position may also be eligible for comprehensive benefits including health insurance retirement plans and tuition assistance. For further details please visit:

Montclair State University considers factors such as but not limited to scope and responsibilities of the position candidates relevant work experience education skills and internal equity when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is withina CBU will be determined in accordance with contractual provisions.

Department

Position Type

Contact Information:

For questions or concerns please contact Human Resources Workday Recruiting Support at (Option 2) or email talent@.

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged committed to democracy and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at
IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details please visit: