Job DescriptionJob Description Summary:
Accounting position that focuses on purchasing, receiving, accounts payable and expense reconciliation. Ability to work independently in a dynamic environment with experience working with multiple external vendors. Responsible for reconciling all EITA revenue and expense accounts. including (a) inventory; (b) procurement; and (c) implementation of a telecommunications web-based inventory system.
Purchasing for Enterprise IT Architecture and backup requisitioner for other IT Departments when needed. Responsible for obtaining quotes of all materials needed to perform the work of the EITA department. All quotes should accurately reflect the items being ordered. Creates billing transactions in PCR for those expense transactions that are billed back to departments or other entities. Handles BPC purchases when needed.
Reviews invoices for accuracy prior to payment. Handles disputes with vendors (or work with the ITSA) to resolve disputes. Process payments according to KUMC policies and procedures. Reviews the Workday Active Obligations Reports and performs monthly reconciliation of all accounts. Audits Purchase Orders, Interfund Vouchers and ISD’s as needed to ensure proper reconciliation and coding and that proper procedures are followed to confirm timely payments to vendors whether outside or another state agency.
Using Workday financial reports to update internal EITA financial spreadsheets for all EITA cost centers for the Director of EITA. Prepares other financial reports as requested. Regularly audits EITA accounts for accuracy in accounting. Ensures proper coding of EITA transactions in the Recurring Cost DB (essential to annual rates and SLAs).
Work with the technician supervisor to ensure all materials are available for routine work orders as well as large projects. Upon request, identifies all current materials cost related to projects. Information obtained will be used to ensure that the appropriate amounts are being billed back to the service order/project.
Establish process control protocols to ensure integrity of EITA inventories. Identifies opportunities for service improvements, cost reductions & product standardization.
Inventory is located in the main storeroom in Wahl Annex as well as in other areas around campus. Maintain information of items/quantities/locations.
Receive and stock all orders and ensure that items received are those quoted and reflected on the purchase order. Ensure the Sr. IT Support Administrator (ITSA) is aware of received items. Copies of all packing slips should be routed to the ITSA. Make certain corrective action is implemented when issues occur, or materials received do not match those requested.
When needed assists the ITSA to submit work requests for Facilities Operations required to complete our work orders. Orders will be entered at the FO online ordering system and copies of all work orders should be submitted to the ITSA.
Bachelor's degree and three years’ experience in administrative and financial management. Experience may substitute for degree on a year for year basis
Excellent oral and written communication skills, interpersonal, prioritization abilities, organizational skills and the ability to work well under stress within defined timelines
Be able to perform highly complex computational formulas and analyze data sets
Ability to work well in a fast-paced dynamic environment
Must be self-starter/motivated with ambition
Must be a highly detailed oriented individual
Expert in Microsoft Excel and Access
Prior experience in materials management and working with large inventories and JIT inventory systems
Prior experience to include one or more years’ experience ordering supplies and equipment from multiple vendors
Progressive experience in telecommunications management, finance and budget responsibility, and automated systems
Experience with a large company overseeing their inventory and materials management systems and processes