Administrative Specialist - College of Law

About Fiu

Florida International University https://fiu.edu/ is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university.

Overview

Under the direction of the Finance Manager for the College of Law, coordinates the day-to-day processing of financial transactions for the College, including accounts payable, procurement, travel, contract routing, and payment card activity. Applies established University financial, travel, purchasing, and contracting policies and procedures to process transactions and respond to routine procedural questions, referring complex or non-routine matters to the Finance Manager. Requires thorough knowledge of office and financial practices and procedures in order to perform complex administrative support duties and to assist the Finance Manager with non-routine administrative work.

• At the direction of the Finance Manager, processes invoices, payment requests, unencumbered payments, interdepartmental transfers, journal transfers, and other fiscal documents for the College of Law in PeopleSoft Financials, verifying accuracy, funding source, budget availability, and compliance with University policy prior to submission for approval.
• Supports accounts payable activity for the College and serves as the day-to-day contact for vendor payment inquiries. Researches payment discrepancies, aged invoices, and returned or rejected transactions with Accounts Payable, Purchasing Services, and vendors, resolves them within established procedures, and escalates unresolved items to the Finance Manager.
• Prepares and processes requisitions, purchase orders, and other procurement transactions for the College as directed by the Finance Manager. Applies University purchasing thresholds, quote and bid requirements, and sole-source justification requirements in preparing procurement documents, and refers questions on the appropriate procurement method to the Finance Manager. Routes contracts and procurement documents through the Total Contract Manager (TCM) module, tracks documents through required approvals, and monitors contract expiration and renewal dates.
• Serves as the backup contact for the College's merchant account activity. Prepares credit card revenue journal entries for Finance Manager review, reconciles merchant deposits to departmental revenue, and assists the Finance Manager with Payment Card Industry (PCI) compliance activities for the College, including tracking required attestations and training. Handles sensitive cardholder information and/or processes credit card transactions for the College.
• Serves as a University card user for departmental transactions. Maintains procurement card documentation, performs monthly transaction reconciliation and substantiation for approval, and adheres to University credit card policies and procedures.
• Assists the Finance Manager in monitoring departmental budget and financial data across assigned funding sources. Reconciles accounts, reviews expenditure and encumbrance activity, prepares routine financial reports and budget summaries as requested, and notifies the Finance Manager of discrepancies, overdrafts, or unusual activity.
• Applies University financial, travel, purchasing, and contracting policies and procedures to day-to-day transactions and responds to routine procedural questions from faculty and staff, referring complex or non-routine questions to the Finance Manager. Maintains internal desk procedures, forms, checklists, and guidance materials for the College as approved by the Finance Manager.
• Serves as a contact for outside parties, such as vendors and central administrative offices, on routine transaction matters, and coordinates with internal stakeholders to ensure timely and accurate transaction processing.
• Maintains financial records and supporting documentation in accordance with University policy and records retention requirements, and organizes and maintains confidential files. Performs basic statistical calculations on financial data and prepares supporting schedules and spreadsheets at the direction of the Finance Manager.

Minimums

High school diploma or GED and six (6) years of office or related experience coordinating functions of an office or department.

Desired Qualifications

• Bachelor's degree in business, accounting, finance, or a related field preferred.
• Experience in higher education financial administration, including travel, purchasing, accounts payable, and contract processing.
• Experience with PeopleSoft Financials or a comparable enterprise financial system, and advanced proficiency in Microsoft Excel. High attention to detail.
• Excellent communication (oral & written) and problem resolution skills.

Job Category

• Administrative

Advertised Salary

• $46,000 - $50,000

Work Schedule

Begin time: 8:30 AM End time: 5:00 PM

Pre-Employment Requirements

• Expanded Background Check

How to apply

Current Employee As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in " My Applications ". To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing. Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format. *This posting will close at 12:00 am of the close date. Prospective Employee If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in " My Applications ". To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing. Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume. *This posting will close at 12:00 am of the close date.

Disclosures

Clery Notice In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act https://www.clerycenter.org/the-clery-act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/. To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station). Pay Transparency Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. Notice of Non-Discrimination FIU is a State University System of Florida member, Equal Opportunity, Equal Access, and Affirmative Action Employer for individuals with disabilities and veterans. All qualified applicants will receive consideration for employment decisions, programs, and events without regard to race, color, religion, sex, age, national origin, disability, protected veteran status, and any other legally protected basis. For inquiries regarding nondiscrimination, contact FIU's Office of Title IX and EEO Compliance (TITLEIX) at 305.348.2785 or email [email protected]. Reasonable Accommodation Statement Should you need an ADA accommodation to participate in a University event, program, or activity or need to request materials in an accessible format, please contact the Office of Universal Access and Digital Compliance at 305-348-1576 or [email protected]. All requests for ADA accommodation or accessible materials for this event must be submitted to UADC at least seven (7) business days prior to the event or at the earliest possible opportunity.