Facilities Finance Assistant

Facilities Finance Assistant

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 :

Preferred :

Salary Range : P18 : $56,253.35 - $81,896.85

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), and the names and contact information for three professional references should also be sent to same@montclair.edu and hrcompliance@montclair.edu.

For more information on the SAME program visit their website at https : / / nj.gov / csc / same / overview / index.shtml, email SAME@csc.nj.gov, or call CSC at : 833-691-0404.

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.

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.

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit : https : / / www.montclair.edu / human-resources / benefits / .

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate's 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 within a CBU will be determined in accordance with contractual provisions.

Department : Facilities Financial Management

Position Type : Support

Contact Information : For questions or concerns, please contact Human Resources' Workday Recruiting Support at 973-655-5000 (Option 2), or email talent@montclair.edu.

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 Action institution with a strong commitment to diversity. Additional information can be found on the website at www.montclair.edu / human-resources / about-us / eo-aa-and-diversity / .

Title 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 : https : / / www.montclair.edu / human-resources / job-seekers / .