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:

• Bachelor’s 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: $56,253.35 - $81,896.85 *NOTE: Salaries for interna