Business Services Coordinator

Position Title Business Services Coordinator Department Facilities Management Admin -Group Pay Type Non Exempt Appointment Type (A) Continuing Full-Time Hours Per Week 37.5 Number of weeks 52 weeks per year other - # of weeks 52 Benefits Eligible Full Benefits Geographical Regional Qualifies for Relocation Reimbursement No Work Schedule

Job Description

General Scope of Duties

Coordinate and supervise financial activities for the Facilities Management department ($5.7 million annual operating budget, additional cash flow for capital projects funded by gifts or debt). Activities include tracking contract expenditures, accounts payable and receivable, coordinating procurement card issue resolution, and managing the department's petty cash fund. Review utility invoices prior to payment and coordinate utility usage invoicing to third parties. Manage the biweekly payroll process for the department. Administer the business operations of the College's faculty/staff housing program. Manage vehicle, computing hardware and copier information.

General Duties and Responsibilities

• Coordinate the Facilities Management process for managing the department's vendor contracts (25-30 annually), including: ensuring that the College's contract requirements are met, assigning project number if necessary, account number to be charged, total budget allocated, description and scope of contract. Verify invoice charges and process for payment. Track status of invoices to ensure payment in a timely manner. Maintain status reports and prepare archival information.

• Coordinate with Procurement Supervisor to ensure that purchase orders are prepared per College policy and properly coded with the complex requirements of Facilities Management budgets; track for reversal when processing for payment. Provide management with routine and special reports using existing management information tools. This includes creating reports and analyzing the data necessary to meet management needs.

• Supervise the payment of all Facilities Management invoices including confirmation of receipt, verification of pricing, reconciliation with purchase order information, charging appropriate Banner FOAPALs, and keeping appropriate detailed records. Volume: over 4,000 invoices annually, charging over 4,000 unique FOAPALs. Expedite priority invoices for payment to ensure the College's good credit rating.

• Manage the department's biweekly payroll process: review electronic timeclock activity and time away from work entries, ensure that entries conform to College and departmental policies and processes. Follow up with supervisors and managers as necessary to clarify entries and/or correct errors. Approve entries electronically per the College schedule and as directed.

• Prepare supplemental utility rates to be charged to occupants of the College's faculty/staff housing program. Process annual rental charges for department sponsored staff housing units. Coordinate with Property and Facilities Coordinator regarding financial aspects of the faculty/staff housing program.

• Serve as College representative to Connecticut DMV for the College's fleet of registered vehicles. Maintain vehicle records including copies of title, registration, insurance, emissions testing results, accidents, etc. Set up and maintain vehicle information in TMA work order system for the registered vehicles and the additional unregistered vehicles (such as bobcats, grounds equipment, etc.). Coordinate with and supply information to the finance dept. for vehicle insurance purposes. Process invoices for payments for all vehicles and grounds equipment. Coordinate the disposal of vehicles (sale or junk) along with the Material Control Supervisor.

• Serve as College representative to local utilities coordinating service and billing. Coordinate with Utility Manager to verify usage of electricity, water, and fossil fuels. Process utility invoices for payment with appropriate account allocations. Process billing to third parties for utility usage.

• Coordinate insurance claim activity information flow between the department and the College's insurance coordinator.

• Interact with vendors, supervisors and accounting department to resolve questions and problems.

• Analyze administrative and operational systems and policies, procedures, and practices for improved efficiency, productivity, and customer satisfaction.

• Back-up for other Facilities Management administrative positions.

Education and Skills

• Associate degree and 3 to 5 years of accounting or bookkeeping experience using financial software, OR equivalent combination of education and experience

• Strong written and verbal communication skills

• Strong analytical skills

• Must be detail oriented

• Well-organized, able to work under pressure

• Ability to interact well with a variety of people from all areas of the college and community

• Demonstrated knowledge of database and spreadsheet technology, including the ability to develop reports from scratch.

• Knowledge of general office equipment

• High integrity needed to handle confidential information

Preferred Qualifications Physical Demands Driving Required No Salary Range $24.61 Covid Vaccine Information

Effective June 8, Connecticut College will no longer mandate the COVID-19 vaccine or boosters. The College strongly recommends that all students and employees be vaccinated and remain updated with their COVID-19 boosters

Applicant Credentialing Thorough applicant credentialing will be conducted on the selected candidate which will include criminal records check, DMV check and depending on the position psychological exam and pre-placement physical.

Posting Detail Information

Open Date 07/01/2024 Applications accepted through 07/13/2024 Open Until Filled No