Facilities Budget Officer

Claremont, CA

Job Posting Title:

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:

Reporting to the Facilities Office Manager, the Facilities Budget Officer will be responsible for the day-to-day oversight of the budgets under the purview of the Executive Director of Facilities Management and Auxiliary Operations. This oversight includes ensuring funds are budgeted, where appropriate, and spent according to policy.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

• Establish, monitor, and maintain departmental accounting and recording procedures to ensure efficient and accurate communication of financial information to the Business Affairs office.
• Manage central billing for Facilities from TCCS, Connection, campus safetyCampus Safety, etc.
• Manage expenses for all construction projects on campus.
• Process accounts payable activities and invoices.
• Process expense reports for department management.
• Coordinate with Business Affairs office regarding accounting, project creation, and financial analysis.
• Track department spending and make recommendations regarding supplier usage and asset management.
• Work closely with Procurement Specialist for Facilities requests for proposals and contract management.
• Provide back-up support for the Facilities office, including monitoring shared email accounts, answering phones, and assisting office visitors.
• Support CMMS operations as needed to streamline office workflow.
• Assist in planning, coordinating, and executing campus events using Event Management System software.
• Provide timely and effective support to vendors, ensuring clear communication, issue resolution.
• Perform routine communication with on the ground facilities team.
• Perform various support functions for office operations as assigned.
• Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES:

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to analyze and create budget reports, identify spending patterns, and project future expenditures as related to operating and project budgets.
• Ability to adhere to the College's financial policies.
• Ability to establish and maintain good working relationships with a diverse population of vendors, staff, faculty, and students.
• Demonstrated ability to effectively present information verbally and in writing clearly and concisely.
• Working knowledge of finances and accounting.
• Strong interpersonal skills. Excellent service orientation and critical thinking skills; and attention to detail. Ability using organizational skills to multitask in a high-volume environment.
• Ability to work on multiple projects simultaneously.

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Bachelors' degree in business or, accounting or a similar field is preferred, or any combination of education and experience that provides the required knowledge, skills and abilities.

Previous experience with basic accounting, MS Office software, and Workday Financials is preferred.

LICENSES / CERTIFICATES:

None.

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular status, full-time, benefits-eligible, non-exempt position.

The regular hours of this position are Monday-Friday 8 am-5 pm. Hours may vary due to the needs of the College or department.

Hourly rate range: $20.00-$22.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, andtraining.

SUPERVISORY RESPONSIBILITY:

None.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.