What are the responsibilities and job description for the Business Services Specialist - Performing Arts Service Center position at illinois?
Duties & Responsibilities
Finance and Business Operations
• Responsible for completing monthly, quarterly, and year-end close accounting activities to ensure timely,
complete, and accurate financial reporting to unit leadership, staff, and researchers.
• Process expense reports in Chrome River for University Card transactions individually and as a delegate for
others.
• Independently research and resolve problematic purchases, reimbursement, and other transactions. Work with
University Payables, Purchasing, or other campus units as necessary to resolve such transactions.
• Maintain daily and monthly financial transaction records for unit accounts. Make recommendation as to
necessary updates to unit fiscal records and databases.
• Monitor department and faculty financial awards, including Scholars Travel Fund, Campus Funded Research
Awards, and Conference Travel Grants/Awards.
• Coordinate with international speakers, visitors, and payroll to ensure that mandatory forms are complete for
honoraria and reimbursement using regulations concerning payments to Foreign National individuals.
• Process student payments as needed including foreign national payments per university policies.
• Assist with fiscal year-end duties ensuring timely billing and making sure inventory requirements are fulfilled.
• Prepare journal vouchers for cost transfers, corrections, and billings.
• Responsible for cash handling procedures. This includes the biennial process audit, cash receipts, and deposits
with USFSCO.
• Assist with completing year-end fact sheets annually for self-supporting accounts.
Purchasing
• Responsible for the purchase of goods and services and contracts using iBuy, Contracts , Banner requisitions, and
P-Card.
• Review and confirm that payments to vendors are timely and in accordance with agreements including
processing special payment requests and coordinating check pickups as needed.
• Work with units to provide guidance on arranging travel for guest artists and a graduate student to arrange
travel, and/or pay for travel with a T-Card or processes artist reimbursements in Chrome River.
Administrative
• Advise faculty, staff, and students on college, departmental and campus business policies and procedures,
including procedures for purchasing, submitting expense reimbursements, business travel, and other related
activities.
• Attend campus meeting and training as needed to maintain knowledge of policies and systems.
• Train faculty and staff on changes in procedure or as new systems are implemented with regards to travel,
reimbursement, and purchases.
• Maintain and monitor contractual billing and payment recording.
• Perform related duties as assigned, and act as a backup for others as needed.
