Financial Administrative Specialist

University of Louisiana, Lafayette•Lafayette, LA

About The Position

The Financial Administrative Specialist supports the Comptroller’s Office with financial processing, administrative coordination, records management, inventory, and safety-related activities. The role manages Foundation warrant requests from initiation through approval, serves as a liaison between University departments and the UL Lafayette Foundation, and helps ensure submissions are complete, properly documented, compliant, and processed on time. The position also supports tracking and reconciliation of Foundation-related transactions and organizes financial information and records for audit, reporting, and review. The specialist prepares departmental deposits in accordance with University cash-handling policies, maintains supporting logs and documentation, and coordinates with staff and central offices to resolve discrepancies. The position maintains the annual inventory of departmental assets, conducts reviews and reconciliations, coordinates asset tagging and disposal, and prepares inventory reports or responds to Property Management requests. It may also serve as the building’s first-floor Safety Coordinator, assisting with training, drills, communications, safety records, emergency plans, and coordination with Environmental Health & Safety. Additional duties include maintaining office supplies and equipment, managing subscription renewals, processing and monitoring fraternity/sorority lease agreements, supporting deposit and reporting requirements, promoting adherence to University policies and internal controls, and completing other duties or projects assigned by the Office of Administration & Finance.

Requirements

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 independently resolve routine problems.
Ability to manage multiple priorities and meet established deadlines.
Effective written and verbal communication skills.
Proficiency in Microsoft Office applications and ability to learn administrative and financial systems.
Ability to maintain accurate records, safeguard confidential information, and follow established policies and procedures.

Nice To Haves

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.

Responsibilities

Review, manage, and process Foundation warrant requests from initiation through final approval.
Liaise between University departments and the UL Lafayette Foundation to support accurate and timely warrant processing.
Verify that warrant requests are complete, properly documented, and compliant with University and Foundation policies.
Coordinate approvals, track submission status, follow up on outstanding items, and guide departments on preparation, supporting documentation, appropriate use, and timelines.
Maintain organized records of warrant activity for audit, reconciliation, and reporting purposes.
Track and monitor departmental financial transactions related to Foundation activity; support reconciliations and reporting.
Prepare and process departmental deposits in accordance with University cash-handling policies and procedures.
Ensure deposits are accurate, documented, and delivered promptly to the appropriate cashiering function.
Maintain deposit logs and supporting documentation and coordinate resolution of deposit discrepancies or questions.
Maintain an annual inventory of departmental assets, including equipment, furniture, and technology.
Conduct periodic inventory reviews and reconciliations; coordinate asset tagging, tracking, and disposal in accordance with University policies.
Prepare inventory reports and support Property Management requests.
May serve as the building’s first-floor Safety Coordinator by coordinating safety training, drills, and staff communications.
Liaise with Environmental Health & Safety, report safety concerns or incidents, and maintain safety documentation, emergency plans, and required postings.
Maintain office supplies and equipment and manage subscription renewals.
Process and monitor fraternity/sorority lease contracts and agreements.
Assist with deposit and reporting requirements and ensure proper record retention.
Promote adherence to University policies, procedures, and internal controls.
Perform other duties and special projects assigned by the Office of Administration & Finance, including support for departmental initiatives, process improvements, reporting needs, and cross-functional coordination.