Position Title: Fiscal Asst,Sr

Employee Classification: Fiscal Asst,Sr

College/Division: Arts and Sciences College

Department: 330350-BIOLOGY

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  17.85

Appointment Full-time Equivalency:  .75

Exempt or Non-Exempt:  Non-Exempt

Summary:  Fiscal Sr. Position available to work with NIH-funded program between NMSU and Fred Hutch Cancer Center.

Classification Summary:
Under general direction, performs a broad range of accounting functions with lead responsibility for accounting records in a small office or organization department. Ensures documents being processed are included in the appropriate accounting period. Posts, balances, and closes subsidiary ledgers. Follows up on delinquent accounts receivable customers. Analyzes and verifies internal consistency, completeness, and arithmetic accuracy of account documents and makes adjustments.

Classification Standard Duties:
Coordinates the activities of subordinates; Prepares or verifies and encodes requisitions, invoices, complex journal entries or other transaction documents for accuracy, completeness and compliance with pertinent university or sponsor regulations; assigns transaction codes to document; approves transaction documents within designated limits; Determines if funds are available for expenditures or requisitions and posts to proper account; monitors fund/account balances and notifies appropriate personnel when limits are reached; Maintains special logs or records and balances and reconciles internal accounts or records; Reviews computer reports to identify and trace sources of error; makes necessary corrections; Prepares a variety of straightforward special and recurring accounting related reports, summaries, financial statements, statistical reports and reconciliations; Performs or reviews specialized calculations related to posting and accounting functions; Solves problems and recommends changes in procedure in accordance with previous training or experience; Ensures requirements and specifications of university or outside agencies are met by monitoring and complying with reporting requirements and opening or closing accounts as specified/required; Controls small petty cash fund; authorizes disbursement and fund replenishment; prepares necessary entries; Contacts department personnel, account representatives or other appropriate personnel regularly to resolve problems, keep all parties informed and to serve as a reference source; composes correspondence of technical nature pertaining to assignments; May authorize the purchase of equipment, supplies and services within defined limits; May prepare student personnel payroll action requests.Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Education- High School diploma or GED certificate.
Experience- Three (3) years of experience related to the standard duties as outlined.
Equivalency- Completion of a post-secondary degree or certificate may substitute for years of experience.
Certifications/License-
Departmental Requirements-
Special Requirements-

Knowledge, Skills and Abilities
Knowledge of accounting and bookkeeping practices and principles; Knowledge of generally accepted accounting principles and budgeting practices.
Skill in maintaining and reconciling accounting and financial records.
Ability to effectively communicate.

Job Duties and Responsibilities
This position will support all budgetary needs of research, educational and outreach activities across different colleges and departments.

1. Budget Oversight:
Manage and monitor the organization's budgetary processes.
Analyze financial data, identify trends, and provide insights to support decision-making.
Collaborate with department heads to develop and maintain accurate budget forecasts.
Prepare budgets for funded internal research projects across different units on campus
Track and manage budgets and timelines to ensure research projects are on schedule and on budget
Close out index numbers
Renew index numbers

2. Financial Compliance:
Ensure compliance with financial regulations, policies, and procedures.
Conduct regular audits to identify and address any discrepancies or irregularities.
Generate financial reports and present findings to relevant stakeholders.
Work closely with Program Directors (Drs. Merranda Marin and Graciela Unguez) to oversee budgetary needs, changes, and issues to resolve
Analyze expenditures and forecast potential costs to assist in future budget preparations.

3. Problem Solving:
Demonstrate a proactive approach to problem-solving in financial matters.
Identify potential issues and develop innovative solutions to enhance financial efficiency.
Collaborate with cross-functional teams to address financial challenges.

4. Collaboration and Communication:
Work closely with various departments to gather financial data and ensure accurate reporting.
Foster positive relationships with internal and external stakeholders.
Communicate financial information effectively to non-financial colleagues.
Actively liaise with NMSU departments and financial offices to integrate budgetary information.
Actively liaise with external institutional partner Fred Hutch Program Manager to integrate partnership budgetary information

Please note: This position is contingent upon external funding.

Preferred Qualifications

Special Requirements of the Position

Department Contact:  Graciela Unguez, 646-7963, gunguez@nmsu.edu

Contingent Upon Funding: Contingent upon external funding

Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.