Financial Services Technician

Chemeketa Community College•Salem Campus. Salem, OR

12d•Hybrid

About The Position

The Financial Services Technician delivers technical financial, procurement, and administrative support within the Business Services department. This role balances customer service with key financial operations, including auditing invoices, resolving payments and direct deposit discrepancies, managing purchasing orders, and maintaining contract compliance databases. Answering daily policy questions and updating procurement web pages to executive fiscal year end purchase order rollovers. Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply. When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee. Unofficial Transcripts - A n electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

Requirements

Familiarity with office equipment including computers, scanners, etc.
Strong interpersonal skills and ability to communicate to diverse audiences.
Ability to work with a variety of customers and stakeholders in an effective manner.
Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others
One (1) year of full-time work experience related to the essential functions and duties of the position listed above.

Nice To Haves

Three (3) years of professional experience in purchasing, contract management, accounting support, and related processes.
An Associate’s Degree in Accounting, Business Administration, or Applied Technology or related field.
Working experience in higher education, local/state government or a regulated environment.
Familiarity or working experience with Banner or related software.
Working experience with website maintenance and its related functions.

Responsibilities

Receives and inputs vendor direct deposit enrollment forms (authorization agreement and enrollment form for electronic vendor payment and remittance advice) into Banner on existing vendor records; ensures accuracy in input and resolves issues when pre-notes are returned from the bank.
Resolves issues with direct deposit payments to vendors that are returned or when email notifications are returned as undeliverable.
Obtains and inputs vendor W-9 information for contracted services; gathers appropriate vendor information as needed; sends college W-9 information as needed to vendors; scans W-9 and indexes to vendor record in Banner through AppXtender.
Reviews and verifies all account documentation, to ensure invoices and any required supporting documents are complete, accurate, and properly submitted before processing, coordinating with accounting staff to resolve any missing or incomplete information.
Sorts checks by disbursement groups for special handling, prepares checks for mailing and for pick-up; adheres to established timelines.
Maintains files for voided checks, check register and check number log.
Completes verifications of the RFFA and Direct Deposit reports; reviews and reconciles for duplicates, holds, and negative entries.
Assists as needed with follow-up of un-cashed accounts payable checks; generates and mails form letters to identified vendors.
Researches and inputs purchase orders, requisitions, blanket purchase orders, and change orders into Banner.
Closes and rolls purchase orders within and across fiscal years.
Files blanket purchase orders with for various vendors within the shared Procurement database, ensures proper insurance certificates, signature authority forms, non-compete exemptions, department generated contracts and CCRLS are up to date.
Utilizes the appropriate departmental contract number and assigns new contract numbers by identifying and selecting the next available unused number.
Updates and revises the Cooperative Agreement database based on current agreements, provides communication updates to the Procurement department as needed.
Create/maintain Disadvantaged Business Enterprise (DBE) vendor database and update Banner DBE designation.
Reviews information in DBA for businesses who may be interested in conducting business with the college. Revises database with vendor information as needed.
Assists in the development of requests for quotations; by identifying potential vendors for non-capital items as needed.
Prepares correspondence, reports, and informal quotes; researches and gathers information for these items and other special projects as needed.
Converts Procurement templates from various formats into PDF fillable forms.
Assists in the development of, and maintenance of the Procurement and Business Service websites; posts any updates including reporting current bid activity as needed.
Reviews department generated contract files for completeness and updates the contracts database; identifies contractor, completion dates, scope of work and amounts to be recorded in database.
Collates, copies and sends out completed contracts and purchase orders and revisions; tracks department to ensure originals are returned and files are complete with signed copies.
Assists with setting up department personnel with e-procurement credentials and tracking of e-procurement purchases.
Assists as needed in the review of monthly Procurement Card statements and identify issues with documentation and coding following established processes for resolving or referring issues to the program administrator.
Serves as initial department greeter in person and by phone, establishing a welcoming environment for staff, vendors, and guests.
Provides information and assistance for accounts payable, purchasing and contracts as well as the rest of Business Services.
Answers accounts payable questions based on applicable policies and procedures. Such as account and vendor information, ACH payments, and travel reimbursement questions.
Refers people, phone calls to the appropriate area answers questions regarding processes and requirements per established procedures.
Receives and timestamps formal procurement submittal.
Make on-going adjustments as needed to scanned documents (e.g. annotate on scanned. images and/or add pages to previously scanned documents.
Delegates and answers vendor and staff inquiries, provides checks to vendors and prepares them for in-office pick up.
Track alerts for contract renewals.
Scans, indexes, and maintains check documentation, direct deposit forms, W-9s, and other financial records to ensure accurate recordkeeping and document accessibility.
Distributes checks by contacting responsible party for checks being held for pick-up.
Archives procurement and accounts payable documents according to state and federal regulations.
Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
Embraces, understands and uses appropriate technology tools to accomplish job functions
Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices