Job Description

Position Title: Financial Administrative Specialist

Department: 6100|Comptroller's Office

Responsibilities

Key Responsibilities

Foundation Warrant Processing

• Reviews, manages, and processes Foundation warrant requests from initiation through final approval.
• Serves as liaison between University departments and the UL Lafayette Foundation to ensure accurate and timely processing.
• Verifies completeness, proper documentation, and compliance with University and Foundation policies.
• Coordinates required approvals, tracks status of submissions, and follows up on outstanding items.
• Assists departments with preparation and submission requirements, providing guidance on appropriate use, supporting documentation, and timelines.
• Ensures warrants are processed accurately and within established deadlines; maintains organized records for audit and reconciliation purposes.
• Maintains organized records of all warrant activity for audit, reconciliation, and reporting purposes
• Assists with tracking and monitoring of departmental financial transactions related to Foundation activity.
• Supports reconciliation efforts and ensures proper documentation is maintained for internal and external review.
• Assists with reporting and financial data organization as needed.

Cash Handling & Deposits

• Prepares and processes departmental deposits in accordance with University cash handling policies and procedures.
• Ensures accuracy, proper documentation, and timely delivery of deposits to the appropriate cashiering function.
• Maintains deposit logs and supporting documentation for reconciliation and audit purposes.
• Coordinates with departmental staff and central offices to resolve discrepancies or questions related to deposits.

Inventory Management

• Maintains an annual inventory of all departmental assets, including equipment, furniture, and technology..
• Conducts periodic reviews and reconciliations to ensure accuracy and accountability.
• Coordinates tagging, tracking, and disposal of assets in accordance with University policies.
• Prepares inventory reports and supports Property Management requests.

Safety Coordination

• May serve as the building’s first floor Safety Coordinator, coordinating safety training, drills, and communications for staff.
• Acts as liaison with Environmental Health & Safety Office and reports safety concerns or incidents.
• Maintains safety documentation, emergency plans, and required postings.

Additional Duties

• Maintains office supplies, equipment, and subscription renewals.
• Processes and monitors fraternity/sorority lease contracts and agreements.
• Assists with depositing and reporting requirements and ensures proper record retention.
• Promotes adherence to University policies, procedures, and internal controls
• Performs other duties and special projects as assigned by the Office of Administration & Finance, including support for departmental initiatives, process improvements, reporting needs, and cross-functional coordination.

Qualifications:

Required Qualifications

• Bachelor's degree, associate degree, or high school diploma (or equivalent).
• Experience in administrative support, financial processing, accounting, or a related area.
• Strong organizational and time management skills with attention to detail and accuracy.
• Ability to review financial transactions, identify discrepancies, research issues, and resolve routine problems independently.
• Ability to manage multiple priorities and meet established deadlines.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office applications and the ability to learn administrative and financial systems.
• Ability to maintain accurate records, safeguard confidential information, and follow established policies and procedures.

Preferred Qualifications

• Associate degree or higher in Accounting, Finance, Business Administration, or a related field.
• Experience with financial transaction processing, account coding, reconciliations, and internal controls.
• Experience with accounts payable, payment documentation, reimbursements, and cash handling.
• Experience using an enterprise accounting system, preferably Banner Finance.
• Experience in higher education, government, or another public-sector financial environment.
• Knowledge of financial policies, internal controls, and audit documentation requirements.

Job Ad# (req4629)