Facilities Planning Assistant
Job Title: Facilities Planning Assistant
Classification: C4
Department: Facilities Planning
Updated: January 2019
Job Summary
Provide accounting support for Facilities Planning staff and maintain accurate accounting records for capital projects. Oversees the clerical operation of the Facilities Planning Department.
Essential Functions
- Handles all financial paperwork for capital projects, including purchase orders and other transaction documents.
- Responsible for on-line requisitioning for Facilities Planning.
- Monitors expenditures against 100-200 accounts totaling $35 - $100 million.
- Understands and interprets data from Banner.
- Reconciles budget reports with internal records. Investigates discrepancies and makes appropriate adjustments.
- Collects project status update information from project managers and prepares summary.
- Assists in tracking budget expenditures in capital project accounts and alerts Director to concerns.
- Prepares monthly and quarterly reports on capital project expenditures for distribution to project managers.
- Works with Business Office to prepare quarterly Treasurer’s Report for Board of Trustees.
- Develops and maintains historical capital project budget and cost data for the unit.
- Prepares project financial status reports as requested by project managers.
- Develops and maintains Facilities Planning website.
- Works with Director and architectural firms to inventory and track architectural renderings (hard copy and electronic), presentation boards, photographs and CAD files for new projects.
- Directs the work of other clerical staff and students within Facilities Planning.
- Provides clerical support for the Director of Facilities Planning.
- Assists director with preparation of articles for campus publications, i.e. Forum, brochures, Lanthorn.
- Assists Space Analyst with operation of facilities management software system.
- Prepares special reports as requested by Assistant Vice President, Director and Assistant Director.
- Other related duties as assigned.
Non-Essential Functions
Not Applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications
- Bachelor’s degree in business or accounting.
- Higher education work experience.
- Supervisory experience.
- Familiarity with fund accounting methods.
- Familiarity with office operations in an architectural or construction firm.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures with the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.