What are the responsibilities and job description for the Clerk IV (FCS Admin Services) position at UMass Amherst?
About UMass Amherst
The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued-and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.
Job Summary
The Clerk IV is responsible for Facilities & Campus Services (F&CS) Accounts Payable processing, including invoice preparation and research, contacting vendors relating to problem solving and payment updates, purchase order encumbrance and liquidation. Enters purchase requisitions and payment information into the F&CS data information systems, provides encumbrance updates for PeopleSoft and obtains information for reports through use of PeopleSoft and F&CS systems.
Essential Functions
- Review, verification and processing of Facilities & Campus Services, including Facilities Management, Campus Development, and Transit Services) invoices received including obtaining invoice approval, researching any discrepancies, confirmation of proper signatures, quantity and dollar amounts.
- Monitoring of specific state funding received, expenses applied and encumbered and balance remaining.
- Researches and analyzes transactions to resolve commitment and expense issues when required.
- Tracking and review of expenditures in process via spreadsheet to verify actual payments and payments in process via systems reconciliation process.
- Receive, research and resolve invoice liquidation and inquiries for F&CS divisions. Requires thorough understanding of entire purchasing/procurement system procedures to enable identification of problems and corrective action.
- Review & Analyze current commitments in TMA versus PeopleSoft, taking action to add, adjust or closeout as necessary.
- Maintain complex spreadsheets for tracking and reporting on various funding sources and balances.
- Monitors and allocates Physical Plant commitments and related expenditures in TMA via work tasks to allow for individual building expense classification.
- TMA system receiving processes for invoices requiring system receipt prior to payment.
- Provides technical support, troubleshooting and advising to project management and assistant directors for accounts payable related issues.
- Maintains proficiency in computer software applications required for business operation in a facilities and campus service based organization.
- Promotes and assures continuous quality improvements and establishes and maintains productive relationships with a full range of personnel that reflects a strong commitment to customer service and respect for a diverse campus community.
- Generates reports on demand as required.
- Attends training as determined by departmental needs.
Other Functions
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Perform other duties as assigned
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Four (4) years business office experience.
- Working knowledge of office practices and procedures.
- Previous training or demonstrated proficiency in accounting procedures: General Ledger, Accounts Payable, and Accounts Receivable.
- Ability to quickly calculate and electronically maintain spreadsheets, prepare invoices, generate reports, and all related correspondence.
- Experience in the performance of general clerical duties.
- Must have excellent customer service skills.
- Intermediate knowledge of principles and practices of accounting, bookkeeping, and accounts payable: terminology, abbreviations, and math computations.
- Intermediate PC skills: application abilities within Word and Excel.
- Ability to prioritize and work independently.
- Must be flexible and able to handle multiple tasks simultaneously.
- Must possess excellent verbal and written communication skills.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Associate's Degree in Business or related field.
- Working/applied knowledge of A&F systems, as outlined above.
- Working knowledge of UMass Amherst organizational structure.
Physical Demands/Working Conditions
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Typical Office Environment Activity.
Work Schedule
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M-F; 7AM-3PM.
Salary Information
Grade 13
Special Instructions to Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.
UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.
