Cooperative Educational Services CES Hiring for Finance Assistant Job at Albuquerque, NM Full Time

GENERAL OVERVIEW:

The Finance Assistant works under the immediate supervision of the Deputy Executive Director to assist members, participating entities, and vendors to successfully complete the purchasing process. The Finance Assistant will provide excellent, timely communication to resolve any issues that arise during the purchasing process. The Finance Assistant is responsible for entering data into appropriate CES software programs for accurate accounting. From time to time, the Finance Assistant may assist other departments with other finance projects. The Finance Assistant is expected to adhere to all CES Board Policies and Administrative Regulations.

ESSENTIAL JOB TASKS:

Purchase Order Processing:

• Verify contract compliance on incoming purchase orders.
• Confirm that CES fee is charged.
• Obtain copy of quote to member as needed.
• Use RS Means and Gordian to verify certain construction pricing.
• When applicable, request a State Wage Decision and payment performance bonds.
• Enter appropriate data into CES accounting system and electronic file.
• Email approved PO to vendor.
• Enter PO information in FileMaker Pro.
• Notify vendor and or member if purchase order is not completed correctly or is lacking any information.
• Ensure that all required paperwork is received at set points in the purchasing process.
• Follow current CES Direct Purchase instruction manual.

Invoice Processing:

• Enter invoices into Procurement in FileMaker Pro.
• Match invoice to purchase order in file.
• Verify invoice matches quote and purchase order.
• Create an invoice for the member.
• Submit invoice edits to supervisor to review and post.
• Email invoice to member.
• Call or email vendor and customer if invoice cannot be processed as presented.
• Create and email CES fee invoices to vendors using Direct Purchase model.

Accounts Receivable:

• Prepare payments (A/P) and cash receipts for processing and posting and reviews accounts receivable reports.

Customer Service:

• Interact daily with customers and vendors to research and resolve any issues.
• Review A/R reports as needed.
• Make collection and customer service calls when necessary.

MINIMUM REQUIREMENTS:

High School Diploma or equivalent.

Three (3) years of experience in accounting, bookkeeping, procurement, or related administrative field.

Must be able to pass a background check.

PREFERRED BACKGROUND:

Preferred background is subject to change from time to time to meet the needs of the organization.

Associates degree in accounting or related area

Experience in purchasing and procurement

Experience with MS Dynamics software

KNOWLEDGE/ TECHNICAL SKILLS/ ABILITIES

Knowledge of and ability to follow state Procurement Code, NM Public Works Act, Department of Workforce Solutions regulations and all other state statutes and regulations pertaining to public procurement.

Knowledge of Microsoft Dynamics GP accounting software and FileMaker Pro.

Intermediate computer skills.

Proficient on a 10-key.

Good telephone etiquette.

Excellent customer service skills.

Good written and verbal communication skills.

Basic knowledge of Microsoft Office 365 tools (Excel, Word, Outlook, SharePoint, One Drive) and Adobe PDF.

Ability to adapt to new software or programs.

Ability to think independently.

Ability to analyze situations and propose solutions.

Ability to interact professionally with all levels of CES staff, customers and vendors and work in a team setting.

GENERAL JOB INFORAMTION

Physical Requirements/ Work Environment (including job hazards):

A Standard office environment is provided. Position requires sitting, walking, and typing throughout the day. Extended time spent on the computer doing data entry and creating spreadsheets and/or creating complex documents. Close visual acuity to detailed numbers. Must be able to lift a minimum of 30 lbs.

Posting open until position is filled.

Job Type: Full-time

Pay: $35,000.00 – $40,000.00 per year

Benefits:

• Dental insurance
• Disability insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• accounting: 3 years (Preferred)

Work Location:

• One location

Work Remotely:

• No