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Position Summary
The Asset and Contracts Analyst is responsible for contracts management and the fixed assets of the college. Under general supervision of the Controller, the Asset and Contract Analyst provides assistance with financial planning, budget control, contracts management, policy coordination, procedures administration, inventory coordination, and risk management. Act as the liaison for the business office for matters related to contracts and asset management in addition to performing a variety of accounting functions as needed. Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Mission, Vision and Strategic Plan.
Essential Functions
Assists the Controller with the development, analysis, review, and implementation of all college contracts with private companies, government agencies, and other outside organizations, including but not limited to personal services contracts, interagency agreements, lease agreements, and license agreements; assists with amendments to current contracts; reviews invoices for payment; reviews disputes and protests; closes out and archives contracts; maintains official contracts files (hard copy, electronic, and associated databases)
Provides analysis and coordination of contracts, fixed assets, and inventory.
Assists with general contracted services for the college, including but not limited to vending machines, document destruction, vehicle insurance, and cell phones.
Monitors and creates reports to provide to the Controller in reference to accounts payable, account receivables, payroll outstanding checks, and remits amounts outstanding to the State Unclaimed Properties Division or to the current payroll provider.
Assists with review of general operations budget expenditures and purchase requisitions; tracks, analyzes, and reports budget expenditures for monthly review by the Controller and senior staff; assists the Controller to ensure compliance with the adopted annual college budget.
Assists with property and equipment risk management issues for the college, including review of any risk management issues, collaborates with the college insurance agent for proper actions and follow-up and perform an annual review of college liability pursuant to the renewal of insurance policy for property, casualty, and vehicles. Coordinates insurance claims and follow-up.
Assists with the disposition of excess property in accordance with state requirements and college policies and procedures, including but not limited to planning, scheduling, organizing, and controlling property disposition; develops and maintains the processes and procedures by which property is dispositioned.
Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological and ethnic backgrounds.
General Functions
Prepares schedules for the Annual Audit including, but not limited to, Capital Fixed Asset schedules, Lease schedules, and Subscription Based Information Technology Agreement (SBITA) schedules.
Assists the Controller to review major college procurements; reviews the preparation, issue, and evaluation of Invitations to Bid and Requests for Proposal, including the placement of legal notices, the management of inquiries, the provision of documentation, the assurance of chain of custody, and reviews the scheduling and preparation of opening and evaluation of bids and proposals
Assists with the preparation of the annual budget for the college.
Assists the Controller with the development, review, and approval of processes and procedures for college assets. Coordinates an annual review of college procedures for which the Business Office is responsible; coordinates necessary process or procedure revisions pursuant to the annual review.
Collaborates with the Business Office staff to record new property and equipment purchases for the college; tracks equipment purchases for the College; and controls and distributes BMCC Property Tags in accordance with state and college procedures.
Functions as recorder to governance committees as assigned; prepares, assembles and distributes agenda materials; attends meetings, takes notes, transcribes minutes for review and distribution. Attends governance committees' meetings and follows up on actions assigned or taken; may represent the college in meetings as assigned
Maintains project schedules of work assigned to departments. Monitors and tracks progress of assigned projects; follows up to obtain status report; prepares summaries of project status for review by the Controller.
Coordinates with the maintenance department for furniture acquisition or disposal, and equipment purchases.
Investigate customer service complaints about the quality or timeliness of business office and auxiliary services-and recommend appropriate solutions to the Controller.
Performs special studies and analyses as assigned; gathers and evaluates data; contacts other organizations if necessary to obtain information; analyzes statistical, operational or other information and prepares reports and recommendations based thereon; conducts various internal and external surveys.
Participate in the annual move of office documents and maintain all records/files in accordance with current retention regulations.
Performs other duties, as assigned.
Other Aspects of this Position
Must be available to work extra hours during busy times such as month-end, year-end, budget and audit(s), which may include evenings and/or weekends when necessary.
Travel to other BMCC sites or for professional development may be required, valid driver license required.
Physical requirements
Ability to sit or stand in one position for prolonged periods of time.
Ability to lift up to 20 lbs
Knowledge, Skills and Abilities
Individuals must possess the following knowledge, skills, and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:
Knowledge and in-depth understanding of:
Applicable federal, state, and local laws and regulations governing public college operations.
Skill in operating a personal computer, peripheral equipment, and productivity software in a Microsoft OS environment
Ability to gather and analyze data and prepare reports and recommendations based thereon; to organize, coordinate, and prioritize a variety of assignments with varying deadlines; to work effectively under pressure with frequent interruptions; to function effectively in an administrative support capacity and maintain strict confidentiality
Ability to communicate effectively, both orally and in writing; to maintain detailed and accurate records; to prepare clear and concise written reports; to establish and maintain good working relationships with those contacted in the normal course of work; to interpret and recommend policies and procedures; to take initiative and act independently within established policy and procedural guidelines.
Within six (6) months of hire, must be proficient is using the College's accounting software and other software assigned by the College.
Must be an independent worker capable of a high degree of confidentiality and responsibility with minimal supervision, while also being able to work effectively as a team member.
Required Education and Experience
Bachelor's degree from an accredited institution in Accounting, Finance, Business Administration or related field with significant accounting concentration.
Three (3) years direct accounting, finance, and business administration.
OR
Significant direct experience, ten (10) plus years, in accounting, finance, and business administration with increasing responsibilities, along with an associate's degree in an applicable field, may be considered in lieu of a Bachelor's Degree.
Experience with computerized accounting/bookkeeping systems and reports and the ability to apply complex accounting and bookkeeping procedures and principles and interface them within the college's set policy and procedures.
Governmental or other fund accounting experience.
The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify under equivalency by responding to the supplemental question presented during the application process.
This is a full time Exempt Technical position with excellent benefits including: Medical, dental, vision, life, accidental death & dismemberment, and long term disability insurance; Paid holidays; Sick leave; Vacation; and Tuition waiver for employee and qualified dependents.
Pay: $54,000 - $60,000
This position is opened until filled
APPLICATION PACKETS MUST INCLUDE:
Resume;
Cover letter addressing how you meet the minimum qualifications as outlined in the position description;
Transcripts of course work - graduate and undergraduate (if applicable) unofficial are acceptable for the application process;
Please contact Human Resources (541-278-5837) if you have a special need/accommodation to aid your participation in our hiring process.
Veteran's preference points will be given provided DD214/DD215 is provided.
Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. No sponsorship is available for this position.