Financial Assistant

Overview

Responsibilities

Provide invoice processing for Facilities Management and UT System cost centers. 

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• This includes twenty cost centers (Facilities and UT System) and six ongoing construction project cost centers. 
• Invoice processing procedure includes receiving, coding to correct cost center and GL account, routing for approval, submission of approved invoices to UT System submittal site, and electronic filing of all invoice. 
• Process refreshment invoices for UT System departments with each department’s cost center, and approval to be submitted with each invoice.  These are usually paid with the Facilities Management credit card. 
• Delegated representative for Facility vendors on HUBTX.  Ensure Facility contract invoices are submitted with the State Texas HUB Subcontracting Plan Prime Contract Progress Assessment Report via the HUB TX website. 
• Maintain an invoice log of all invoices processed to include: Purchase order #, Contract #, credit card, description, cost center, account, approval date and submittal date, invoice date, received date, services dates, submittal dates and dollar amount. 

• Monthly invoices, including ones from UT Austin Physical Plant average 150+ per month. 

  Provide monthly reconciliations of each cost center’s expenses. 

   

• Run Queries and Budget Overviews from UT System PeopleSoft accounting program.   
• Verify expenses and income shown in correct cost center/GL account and add descriptions by  researching invoices. 
• Review each invoice, mark as reviewed in FileNet Content Navigator. 
• Monthly recons are done on UT System software (PeopleSoft and SAHARA). 
• Once recons are completed is SAHARA, they are forwarded to the Assistant Director of Operations for approval. 
• Prepare Monthly Reconciliation Recap Reports for each cost center and Project cost center. 
• Reconcile monthly Procard (credit card) expenses.   
  • Prepare log with Vendor, description, cost center, account and amounts. 
  • Upon signature approval by Facility Manager and Director of Operations, enter the individual entries into SharePoint accounting program. 

• Reconcile monthly expenses billed to UT System Facilities from UT Austin Physical Plant. This is provided to the UT System Controller’s office for cost centers charges and account for general ledger entries of these costs. 

  Miscellaneous Support: 

   

• Provide year end close out to include accruals and roll forward expense. 
• Provided costs for expenses for the UT System building opened to date:   
  • COVID expenses for building and UT System 
  • All kitchen supplies for catering kitchen, System kitchens, and departmental kitchens o Floor mats for the building and parking garage, Towel services for the gym o Garage expenses  
• Tenant monthly billing for electricity reimbursement o Tenant charges for expenses not included in building allocable expense. 
  • Calculate and provide monthly AMB invoice information to Senior District Manager for approval. 
  • Enter billing submission with backup to ESC.  o Follow up on possible new business on proposals to UT System o Maintain good rapport with UT System and ABM staff 

Qualifications

Qualifications:

• High school diploma or GED required; associate degree in accounting, business administration, finance, or related field preferred.  
• Minimum of 3 years of experience in invoice processing, accounts payable, financial administration, or related accounting support functions.  
• Experience working with high-volume invoice processing environments.  
• Proficiency in Microsoft Office Suite, particularly Excel, including spreadsheets, reporting, and data tracking.  
• Strong organizational, analytical, and time management skills with the ability to prioritize multiple deadlines.  
• Excellent written and verbal communication skills and ability to work collaboratively with faculty, staff, and university departments.  

• Ability to handle confidential financial information with professionalism and discretion. 

   

  Preferred Qualifications: 

• Experience running financial queries, budget overviews, and expense verification reports within financial or ERP systems.  
• Experience working in a higher education or university financial environment.  
• Knowledge of cost center management.  
• Experience with procurement card reconciliation and departmental budgeting support.