University of Alaska TFS Fiscal and Logistics Assistant (JOB18-25) in Fairbanks, Alaska

TFS Fiscal and Logistics Assistant (JOB18-25)

Apply nowJob no:508983

Classification:Fiscal Technician 1

Grade:Grade 75

Work type:Staff Full-time

Administrative Unit:University of Alaska Fairbanks

School/Business unit:Institute of Arctic Biology

Location:Fairbanks

Categories:Other

Position Summary:Toolik Field Station is a remote scientific reach station located 360 road miles north of Fairbanks on the rural Dalton Highway. The population of the station can vary from 3 to 150 residents at a time (over 400 different individuals annually) coming from all over the world. This position supports the residents and staff at the station from the Toolik support offices located on the UAF campus, as well as periodically in residence at Toolik Field Station. The position is a unique mix of fiscal duties and more hands on logistical and maintenance duties.

Duties:

10General finance: Complete Labor Redistributions, JVs and JPays to correct accounting errors as needed.Essential

15Travel: Coordinate travel requests, approvals and reimbursements, and make reservations for temporary staff travel to and from Fairbanks, and for regular staff to attend meetings and conferences both within the US and internationally, and other travel as outlined. This position will assist senior staff coordinating and making travel arrangements for meetings and special events.Essential

20Logistics: Assist in the upkeep, maintenance, scheduling and operation of a vehicle fleet operated on the remote and demanding Dalton Highway. This position assists the Logistics Coordinator in the maintenance of the entire truck fleet, including simple maintenance (bulbs, fluids…etc.), washing, cleaning, 360-degree maintenance and safety checks, repair to CB radios and toppers, and coordination with repair shops in town. This position sometimes performs driving orientations for drivers of TFS vehicles with emphasis on Dalton Highway driving safety. This position maintains driving records as per federal insurance and UAF requirements. This position performs shipping and receiving functions for Toolik field station including logging, labeling, loading, unloading, storage, and tracking of freight.Essential

20Recharge revenue collection: Create, send and log outgoing invoices for userdays and fuel for external customers following existing processes. Prepare, log and track JVs for userdays and fuel for internal customers following existing processes. This position must maintain accurate records for institutional and funding agency reporting.Essential

30Procurement & Procards: Pay regular, recurring bills with procard or by receiving in Banner when appropriate. Regularly procure items under $2,500 with a procard. Maintain procard logs daily and reconcile custodial and personal procards weekly. Maintain and update an online order sheet. Print, distribute, track, review, and file monthly procard statements and corrections for all Toolik cardholders.Essential

5Fairbanks office team member: This position answers telephones, fields questions, maintains office equipment and supplies, maintains storage areas, does courier runs and helps shuttle staff and science users around campus and town, and generally supports other tasks needed in the efficient operation of the office and Toolik Field Station. This position prides project assistance to research groups using Toolik Field Station and communicates and coordinates with projects working out of Toolik Field Station on issues relating to the reservation process, billing, travel, transportation, logistics, and procurement. This position forwards messages and requests for information in time sensitive environment.Essential

Our Fairbanks offices are currently located in 2 Atco trailers behind the Reichardt building on the UAF campus. Our office accommodations can be considered ‘rustic’ (no running water; outhouse) but are fully adequate as office space.

Job Duties:

Recharge revenue collection: Create, send and log outgoing invoices for userdays and fuel for external customers following existing processes. Prepare, log and track JVs for userdays and fuel for internal customers following existing processes. This position must maintain accurate records for institutional and funding agency reporting.

Procurement & Procards: Pay regular, recurring bills with procard or by receiving in Banner when appropriate. Regularly procure items under $2,500 with a procard. Maintain procard logs daily and reconcile custodial and personal procards weekly. Maintain and update an online order sheet. Print, distribute, track, review, and file monthly procard statements and corrections for all Toolik cardholders.

General finance: Complete Labor Redistributions, JVs and JPays to correct accounting errors as needed.

Logistics: Assist in the upkeep, maintenance, scheduling and operation of a vehicle fleet operated on the remote and demanding Dalton Highway. This position assists the Logistics Coordinator in the maintenance of the entire truck fleet, including simple maintenance (bulbs, fluids…etc.), washing, cleaning, 360-degree maintenance and safety checks, repair to CB radios and toppers, and coordination with repair shops in town. This position sometimes performs driving orientations for drivers of TFS vehicles with emphasis on Dalton Highway driving safety. This position maintains driving records as per federal insurance and UAF requirements. This position performs shipping and receiving functions for Toolik field station including logging, labeling, loading, unloading, storage, and tracking of freight.

Fairbanks office team member: This position answers telephones, fields questions, maintains office equipment and supplies, maintains storage areas, does courier runs and helps shuttle staff and science users around campus and town, and generally supports other tasks needed in the efficient operation of the office and Toolik Field Station. This position prides project assistance to research groups using Toolik Field Station and communicates and coordinates with projects working out of Toolik Field Station on issues relating to the reservation process, billing, travel, transportation, logistics, and procurement. This position forwards messages and requests for information in time sensitive environment.

Travel: Coordinate travel requests, approvals and reimbursements, and make reservations for temporary staff travel to and from Fairbanks, and for regular staff to attend meetings and conferences both within the US and internationally, and other travel as outlined. This position will assist senior staff coordinating and making travel arrangements for meetings and special events.

Required Knowledge/Skills/Abilities:

Required: A valid driver’s license with a clean driving record and must pass UAF driver safety test. Must have skills in records management; ability to accurately maintain credit card records, electronic and paper logs, schedules, and financial information; ability to follow written and verbal instructions from a variety of sources; ability to complete repetitive tasks accurately and often in a noisy environment; ability to apply appropriate UAF policy; ability to lift 50lb boxes and bags off and on one ton pickup trucks; ability to perform manual labor outdoors in arctic conditions, intermediate skills in MS Office Suite and; and ability to communicate effectively, both orally and in writing, and to organize and present information to others; knowledge of vehicle maintenance; ability to drive remote unimproved roads for long distances in one-ton trucks

Preferred: Ability to research best practices; ability to explain policies to staff and users when appropriate.

Required Education or Training:

A valid driver’s license with a clean driving record and must pass UAF driver safety test. Preferred: Knowledge of double-entry bookkeeping and basic familiarity with GAAP.

Internal Posting:

This recruitment is open internal to current UA employees as a promotional opportunity or those otherwise eligible to apply to internal postings.

Applicant Instructions:

Please upload a cover letter, resume, and the contact information for three (3) professional references with your application.

Review of applications will begin after 11:59 pm (Alaska Standard Time) on April 5, 2018.

Applicant testing may be conducted during the screening process in the following areas to aid the hiring committee in their decision:

  • Excel Skills

  • Data Entry Skills

  • General Math Skills

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Term Position:

This position is a term-funded position and is reviewed annually for contract renewal at the University's discretion.

Probationary:

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:

It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold, and to complete the required training within a specified period of time to remain employed at UAF. The policy can be located at:http://www.uaf.edu/chancellor/policy/04.07.010/

Tobacco-Free Campus:

UAF Campus is a tobacco free campus. For more information, please go to:http://www.uaf.edu/tobaccofreecampus/

Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission

and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available atwww.alaska.edu/nondiscrimination

Advertised:30 Mar 2018Alaskan Daylight Time

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