Montclair State University

  • Facilities Finance Administrator

    Job Locations US-NJ-Little Falls
    Posted Date 3 months ago(10/19/2018 3:56 PM)
    # of Openings
    University Facilities
  • Overview

    Under the supervision of the Assistant Director of Facilities Financial Management, the Facilities Finance Administrator performs professional-level work involved in financial affairs and the development and maintenance of general account monitoring, requisitioning, invoice processing, budget maintenance, and related work.  In the absence of the Assistant Director, the Administrator oversees the affairs of the work unit.


    • Assigns and supervises the work of subordinate staff engaged in all financial aspects of the “procurement to payment” financial processes.
    • Resolves financial staff processing issues with Procurement, Accounts Payable, and department managers.
    • Provides financial training and continual technical guidance/support to staff.
    • Recommends and implements financial procedures with the Assistant Director.
    • Consults with Assistant Director to develop, review, evaluate, and implement an equitable division of finance work among staff.  Effects improvements as required.
    • Reviews staff finance work and files for accuracy.  Provides input into staff performance evaluations.
    • Provides professional and technical finance guidance and support to division personnel.
    • Meets weekly with Accounts Payable representative to review and resolve open issues.
    • Oversees the financial University Contracts file for operating vendors.
    • Analyzes monthly vendor financial statements, prepares financial reports for managers.
    • Assists in preparing financial year-end accruals.
    • Identifies finance-related problem areas and takes steps necessary to effect improvement. Applies critical-thinking and proactive problem-solving skills to simultaneously execute multiple projects effectively.
    • Monitors the status of financial transactions forwarded to various departments for action.
    • Serves as back-up for financial subordinate staff.
    • Coordinates the establishment and maintenance of essential financial records and files.
    • Participates in monthly department meetings.
    • Prepares clear, technically sound, accurate and informative finance reports containing findings, conclusions and recommendations.
    • Comprehends, interprets, and applies established University, industry, and government regulations, policies, procedures, and guidelines.
    • May be required to learn the software systems used by the Division, which may include, but is not limited to Cornerstone Learning Management, ProjectMates Construction Management, Kronos Workforce Management, Workday, and Maximo Asset Management.
    • Attends training courses, seminars, or workshops in order to increase professional knowledge and skills, as required.
    • Complies with occupational safety and health standards and all rules, regulations and orders. Participates in occupational health and safety training and promotes safe work practices through the selection of footwear appropriate for the work environment, and the utilization of personal protective equipment, when necessary.
    • Maintains integrity and confidentiality in performing all duties.
    • Performs other duties as assigned.

    The above statements reflect the general details considered necessary to describe the principal functions of the job as identified, and shall not be considered as a detailed description of all work requirements that may be inherent in the position. Management retains the right to add or change job duties at any time.



    • Graduation from an accredited college with a Bachelor's Degree in a Business-related discipline
    • At least three years of professional work experience in financial operations
    • Advanced writing, research, and organizational skills and the ability to work independently
    • The ability to engage in clear, courteous, effective, and professional oral and written communications with all University constituents, external customers, and business partners
    • The ability to report to work or work outside of standard business hours, when necessary


    • A major in Accounting
    • High-level expertise using the Microsoft Office suite, financial management software, proofreading, correspondence preparation, and file maintenance


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