Fiscal and Procurement Specialist

Functional Statement

Functions as staff assistant to the Accounting Manager and Procurement Specialist, performs complex administrative duties regarding the procurement of goods and the execution of contracts, intergovernmental agreements and related documents for the SBE in accordance with the Procurement Code, policy, procedures and regulations of State mandate, administrative rule, and/or applicable Statewide procurement policies. Performs highly responsible administrative functions in support of the Agency's fiscal, financial recording and analysis operations.  Performs clerical and technical duties relating to processing the Board's expenditures, receipts, and maintaining the property management records.

Essential Function 1

Responsible for processing grant obligations: finalizes all new grant obligations in SRM; responsible for processing modifications and amendments for all grants; monitors and maintains the obligation balances; prepares reports on as needed basis.

Essential Function 2

Responsible for all small purchases of goods and services (under $20,000): prepares, reviews and approves internal Requests for Purchase and other requisition documents; solicits quotes, when needed, and contacts vendors to place orders for goods and services; responsible for adhering to applicable laws, rules, policies and procedures; researches and develops procurement solicitation documents (Requisitions, Bids, RFPs, IFBs, Purchase Orders, etc.) for applicable procurements.

Essential Function 3

Assists in a variety of complex, statewide, accounting work necessary to maintain the fiscal and support programs of the Board. Independently reviews, analyzes, and processes invoices and travel vouchers received for the Board; audits vendor invoices and travel vouchers for accuracy; compares invoice data to financial records and statements; identifies discrepancies and post adjustment entries into Systems Applications & Products (SAP); posts invoices to SAP and provides accounting assistance to vendors with issues with invoices.

Essential Function 4

Responsible for maintaining property records for the Board; determines and issues the proper property tag needed for all equipment Requests for Purchase; properly and accurately posts all equipment additions in the Systems Applications & Products (SAP); maintains agency compliance with the Property Control Act, CMS rules and regulations, and Board policies.

Essential Function 5

Assists in compiling fiscal data as needed for reporting. Responsible for drafting letters, memos, and other correspondence for the Accounting Manager and CFO; makes recommendations to the Accounting Manager relative to the fiscal or operational impacts of existing or proposed agency programs.

Essential Function 6

Performs other duties as assigned or required, which are reasonably within the scope of the duties enumerated above.  

Minimum Qualifications 1

Requires skill, knowledge and mental development equivalent to completion of four years of college and one year of responsible administrative experience. 

Minimum Qualifications 2

Requires 2 years of working with state financial system. 

Minimum Qualifications 3

Requires good administrative, organizational, and teamwork skills; and the ability to perform same. 

Minimum Qualifications 4

 Knowledge of composition, grammar, spelling and punctuation, accurate typing skills and word processing experience. 

Preferred Qualifications 1

Working knowledge of state procurement policies and procedures desirable.