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Staff Assistant, Budget Analyst
4 months ago
**Staff Assistant, Budget Analyst**
**Department Summary**:
- Bridgewater State University is an inclusive community dedicated to the lifelong success of all students, focused on the continuous improvement of its people, and responsible for leading innovation that benefits Southeastern Massachusetts, the commonwealth, and the world. Bridgewaters accessible environment of teaching and learning stimulates critical thinking, pursuit of new knowledge,_ _and deeper understanding, the cultivation of meaningful and diverse interpersonal relationships, and fostering an appreciation for global engagement, all aimed at transforming lives and improving the human condition._
- Our commitment to diversity, equity, and inclusion is reflected in our _**_institutional values_**_, which ensure that all students are supported and succeed._
- Bridgewater State University is equal employment opportunity/affirmative action employer. Members of underrepresented groups, and those committed to working in a diverse cultural environment, are strongly encouraged to apply._
The mission of the Department of Facilities Management is to is to create, maintain, and manage a physical environment that enhances teaching, learning, and living; and serves to support our campus constituents and our region through responsible stewardship of resources.
**Position Summary**:
The Staff Assistant is responsible for organizing and implementing important processes central to the operation and success of Facilities Management (FM). As a key member of FM, the Staff Assistant collaborates with divisional constituencies to ensure accuracy of budget expenditures and budget management. This position will collaborate with the divisional budget manager.
This position provides a welcoming and inclusive environment by providing customer service to a diverse campus community of employees and students. Working with diverse students, parents, faculty, staff, and other involved parties by providing the highest level of student facing front-line customer service. We dedicate each day to student success and retention, as well as equity, diversity, and inclusion.
**Supervision Received**:Reports to the Director of Facilities Management
**Supervision Exercised**: May provide supervision of subordinate non-professional and student personnel.
**Position Type**: APA Professional
**Essential Duties**:
**CORE** **DUTIES**:
1. Oversees all FMs departmental accounts (operational and personnel). Prepares on-going reconciliations to match Banner and/or BearBuys (Jaggaer) as well as payments that have not been posted.
2. Assists with the preparation and submission of all departmental budgets under area of jurisdiction. Provides guidance, analysis, and coordination of the budget preparation process to managers.
3. Prepares reports in an accurate and timely manner.
4. Maintains various internal reports to track revenue, expenditures, and budget information. Audit operating activity to ensure compliance with university policy and regulations.
**Review and Evaluate Financial Processes**:
5. Reviews and evaluates expense reimbursement requests to ensure compliance with BSU/FM policies and procedures.
6. Conducts thorough analysis of purchase card reconciliations, verifies accuracy and appropriateness of transactions.
7. Reviews requisitions and spend authorizations to ensure compliance with established guidelines and budgetary constraints.
**Purchase Order Management**:
8. Utilizes the system (i.e., Banner, BearBuys (Jaggaer), SchoolDude (Brightly) to create and manage purchase orders efficiently and accurately.
9. Collaborates with vendors, departments, and stakeholders to resolve purchase order-related issues.
**Purchasing Card Administration**:
10. Provides guidance and support to cardholders on appropriate card usage and reconciliations.
**Supplier Invoice Processing**:
11. Accurately process supplier invoices for FM, ensuring timely and accurate payments.
12. Collaborates with relevant departments to resolve any invoicing discrepancies or issues.
**Assistance to FM/Operations Community**:
13. Assists FM community members in creating spend authorizations and requisitions, providing guidance on proper procedures and compliance requirements.
14. Serves as a resource for answering queries related to financial and procurement processes.
15. Tracks foundation property expenses, monthly vandalism report and restitution payments/reimbursements.
16. Additional responsibilities as directed by the supervisor consistent with rank and position.
**Required Qualifications**:
We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
1. Experience in the core duties as described in job description.
2. Experience in budget management in higher education or a similar setting.
3. Experienc
