Fiscal / Administrative Coordinator

Job Summary:

Provide administrative and clerical support to the department. Develops, maintain, and ensures compliance of department records. Assist with budgetary matters, tracks department funds and purchasing. Compiles reports and monitors assigned projects and/or program component. Supervise administrative assistants and other clerical staff.

Duties and Responsibilities:

• Responsible for entering requisitions and reviewing them for completeness, accuracy, and compliance with FVSU standards, policies, and procedures prior to submittal.
• Processes invoices and serves as POC for accounts payable and ensures proper control between receipt of goods/services and payments.
• Responsible for maintaining accurate project accounting records; monitoring budget performance across the Facilities department and collaborating with the Director to suggest corrective actions when necessary.
• Coordinates personnel functions, such as hiring, evaluations and payroll and supervises the Administrative Assistant and other clerical staff.
• Oversees and coordinates the day-to-day front office operations.
• Coordinates verification of receipt for items and capital equipment.
• Complete the paperwork for purchases. receives, reviews, and processes all purchase requisitions to include the placement of purchase orders and runs open purchase orders reports and follows up on any outstanding purchases orders.
• Serves as liaison between the department and the Campus community.
• Performs receptionist and clerical duties such as answering telephones, making copies, creates and maintains contact lists, mail merges, mailings and office related records and reports and providing copies of necessary documents.
• Prepares department meeting agendas, meeting notes and distribute accordingly.
• Other duties as assigned.

Qualifications:

Minimum:

• Bachelor's degree from an accredited institution of higher education in related field
• Previous experience with office fiscal/budget management and general office management or staff supervision or an equivalent combination of relevant education and/ or experience.
• Possession of valid driver's license.

Preferred:

• Degree in Business Administration, Accounting, or Finance.
• Eight (8) years relevant work experience.

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of basic accounting, data, and administrative management practices and procedures.

• Ability to communicate effectively both orally and in writing.
• Intermediate understanding of budgets and fiscal management.
• Ability to obtain a P-Card.
• Ability to maintain confidentiality of records and information.

Working Conditions:

This position is typically operating in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements:

Ability to work in a sitting position for long periods of time. Must have ability to reach, bend, stoop, and occasionally lift to 40 pounds. The noise level in the work environment is usually low to moderate.

The above list of job duties is not exclusive or exhaustive and the incumbent will be required to undertake such tasks as may reasonably be expected within the scope of the position.

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