Departmental Liaison - Financial

Definition

**IF YOU PREVIOUSLY APPLIED FOR THIS POSITION, YOU DO NOT NEED TO RE-SUBMIT YOUR APPLICATION**

Under supervision from the Liaison Supervisor, performs a variety of paraprofessional functions of a moderately skilled and responsible nature within the Finance Department in support of other Departments by specific assignment. This job class is treated as non-exempt.

Distinguishing Features : The Departmental Liaison concentrates efforts on accurate and timely performance of functions that have a financial impact and/or utilize centralized financial and payroll-related systems in support of other Departments. Success in performance of job duties will be measured by the Department(s) the individual is assigned to in concert with the Manager of the division.

Essential Functions: Essential functions may vary and may include the following tasks, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions in this classification.

Examples of Tasks

1. Procurement transaction processing :

• Enters and monitors Requisitions in a timely, accurate manner, as necessary
• Keeps track of Requisition progress to ensure timely processing of purchase
• Enters proper coding in Requisition
• Ensures Purchase Orders (POs) are entered in a timely, accurate manner and monitors amount of funds on POs are sufficient to ensure timely, accurate processing of invoices against the POs
• Responsible for ensuring Contracts are established when necessary
• Works with Purchasing Contracts resource to ensure CRAS is followed
• Works with Buyers to ensure Contracts are entered into PeopleSoft timely and accurately
• Ensures that Requisitions and POs have Contract properly associated to them as applicable

2. Invoice/Payment processing:

• Reviews invoices, enters receipt of services for payment, approves invoices for payment,
• Submits payment requests
• Enters receipts for payment in online system, as applicable, attaching support demonstrating signature authorizing payment of invoice is in accordance with Community Policy 3-1, Signature Authorization Policy.
• Responds to notifications from centralized accounts payable division in a timely manner in order to accomplish timely, accurate payment of an invoice.
• Complete or review Voucher Uploads for payments for departments assigned

3. Proxy Support: Performs the following in a timely, accurate manner for Departments to which assigned:

• Reconciles PCard transactions in Works using accounting strings from department, uploading receipts and approvals
• Enters Cash Advance requests and enters reconciling Expense reports in a timely, accurate manner in accordance with Policy 1-15 for those traveling
• Enters Expense Reports for those employees seeking reimbursement

4. Specialized Financial Support: Depending on Department assignments, may be called upon to perform certain other functions, including, but not limited to:

• Scanning invoices/supporting transaction documentation to shared drives;
• Timekeeping for assigned Department's staff in PeopleSoft HRMS
• Logging and tracking of checks in accordance with SOPs and internal controls
• Assisting centralized General Ledger and other divisions with proper coding of transactions
• Answers Department's main phone line with professional telephone and customer service etiquette and division practices and procedures
• Submits Work Orders for Finance Department into Public Works system
• Maintains adequate inventory of office supplies needed for work unit and orders additional materials and supplies as needed.
• Maintains customer facing documents in public areas and updates and refills as needed

5. Miscellaneous: Performs other tasks as assigned by the Liaison Supervisor, the Accounts Receivable Manager, the Finance Director and/or the Director of the Department(s) to which the individual is assigned.

Knowledge, Skills, Abilities, and Other Characteristics:

• Knowledge of the history, culture, laws, customs and traditions of the SRPMIC.
• Knowledge of accounting principles, practices, procedures and related computer applications.
• Knowledge of the procedures, methods and forms associated with automated accounting systems.
• Knowledge of how to maintain complex financial records, prepare reports and financial statements from incoming bills and departmental records.
• Knowledge of customer service principles and techniques.

• Skill using PeopleSoft FSCM and HRMS version 9.2 as well as the personal computer and related software including MS Office.
• Skill entering, accessing and retrieving information from PeopleSoft FSCM and HRMS version 9.2
• Skill using computerized filing system (i.e. network directories, SharePoint sites).
• Skill communicating verbally with other employees and the public including responding accurately, promptly and courteously to customer inquiries and concerns.
• Skill researching information from a variety of sources and making recommendations for action.
• Skill in entering, accessing and retrieving information in a database.
• Skill making accurate and prompt mathematical calculations.

• Ability to develop and maintain positive and effective working relationships with all levels of the department and Community.
• Ability to communicate effectively and produce clearly organized written documents.
• Ability to perform detailed work for prolonged periods.
• Ability to adapt to changing work situations, assist others and meet schedules in a professional, calm, efficient and effective manner while dealing with interruptions and pressure.
• Ability to comprehend and follow complex written and verbal instructions and procedures.
• Ability to operate a variety of standard office equipment including scanners, photocopiers, ten-key calculator and FAX machines.

Minimum Qualifications

• Education & Experience; Graduation from High School or a GED equivalent AND (5) five years of professional level bookkeeping, accounting or business administrative work experience OR an Associate's degree from an accredited college in Accounting, Business Administrative work experience or closely related field AND experience equivalent to (1) one continuous year of full-time bookkeeping or accounting work

• For enrolled Community members without a GED, must obtain a GED. Requires participation in the HR GED Program and successful completion of the Arizona state certified exam in order to continue employment with SRPMIC.

• Equivalency: Anyequivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered when filling the position.

• Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill

Special Requirements

• May be required to work beyond normal work hours including nights, weekends and holidays.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. Employees are subject to random drug and alcohol testing.

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified : Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods:

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date.

The IHS/BIA Form-4432 is not accepted .

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.