Business and Finance Specialist (Hybrid)

University of Illinois System•Urbana, IL

3d•Hybrid

About The Position

Reporting to the Assistant Director, Business and Contract Administration, the Business and Finance Specialist is responsible for finance-related operations for the Office of University Counsel (OUC) in accordance with University policies and State and Federal laws and for applying accounting, business principles, and procedures. The Business Specialist routinely interacts with other departments on campus and staff within OUC as well as participates in and responds on behalf of the department.

Requirements

Bachelor's degree in business administration, management, or a field related to the position.
Two (2) years of professional business, financial, and/or managerial work experience.
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
Knowledge of basic arithmetic, algebra, statistics, and their applications.
Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
Ability to work independently and effectively organize and prioritize multiple tasks.
Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
Ability to manage a budget and work within the constraints of that budget.
Ability to analyze, interpret, and explain work related documents, policies, and procedures.

Nice To Haves

A Master's Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work experience.
Knowledge of University of Illinois Business & Finance policies and procedures relating to travel, purchasing, reimbursements and other applicable functions related to duties as assigned.
Extensive knowledge of University of Illinois applications (i.e., I-Buy, Contracts+, Emburse Enterprise, BANNER, EDDIE and Data Warehouse).
Knowledge of Legal Files Software or NetDocs Document Management System.

Responsibilities

Manages financial transactions for the Office of University Counsel (OUC), including P-Card and T-Card purchases, reimbursements, deposits, professional development expenses, and travel-related transactions.
Maintains financial records, resolves payment issues, and ensures compliance with University policies and procedures.
Provides training and guidance to OUC employees on financial processes and requirements.
Coordinates and processes legal settlement payments in collaboration with OUC attorneys, the OUC Claims Office, the Office of Risk Management, and other University units.
Reviews and communicates court orders and judgments as needed to ensure timely and compliant payment processing through Emburse or other approved methods.
Maintains tracking and reporting processes and ensures accurate recording and documentation of settlement activity.
Performs journal voucher transactions, account reconciliations, and financial reporting activities for OUC operations.
Monitors revenues and expenditures on departmental accounts while ensuring compliance with University policies and procedures.
Provides financial analysis and ad hoc reporting.
Serves as liaison between OUC, System Purchasing, and vendors regarding non-legal services purchase orders and contracts, and vendor documentation requirements.
Evaluates departmental needs, obtains and reviews competitive quotes as needed, and provides purchasing recommendations to leadership.
Ensures timely processing of annual purchase order renewals and compliance with procurement requirements.
Facilitates the assignment of legal matters from OUC attorneys to outside counsel law firms under existing contracts and maintains related records using Legal Files software.
Leads and supports continuous improvement initiatives related to OUC business operations.
Collaborates with staff to identify efficiencies, implement improvements, and communicate process changes to OUC employees.
Participates in special projects and performs related duties in support of departmental goals and operational needs, as assigned.