Associate Chief Financial Officer - Charleston, United States - BridgeValley Community & Technical College

BridgeValley Community & Technical College Charleston, United States

1 week ago

Description

Salary:
$70, $112,900.00 Annually

Location :
South Charleston, WV

Job Type:
Non Classified Staff

Job Number:

308

Division:
Financial Affairs

Opening Date:

03/25/2024

Description

Reporting to the Chief Financial Officer, the Associate Chief Financial Officer (ACFO) is responsible for assisting the CFO in maintaining the financial integrity of the institution.

The ACFO provides day-to-day leadership in the areas of procurement, accounts payable, purchasing card management and reporting. This requires a thorough understanding of the regulations and procedures pertaining to each of these areas.

This position is non-classified, exempt, and benefits eligible. This position is based on the South Charleston campus. Salary will be commensurate with education and experience.
Examples of Duties

Provide supervision for procurement functions (accounts payable and purchasing card reconciliation).

Ensure the accuracy of the institution's accounting records by reviewing and approving documents, reviewing budgetary reports, and monitoring the adherence to the policies and procedures of the Federal government, State government and the college.

Work closely with CFO regarding non-payroll budgeting in preparation of the annual budget and expenditure schedules. Assist the CFO in the preparation of the annual financial statements, expenditure schedules, and internal and external accounting reports. Coordinate and oversees all purchasing processes. Assist the CFO by providing accounting and procedural information as needed.

As required by the rules, policies and procedures of the Council and Commission and the governing board having jurisdiction, the ACFO shall have the duty and responsibility to:

Ensure compliance with state law, and the rules, policies, procedures of the Council and Commission, the governing board having jurisdiction, and the institution as they apply to purchasing, leases and lease-purchases, receiving, inventory management and the disposal of surplus, obsolete and unusable materials, supplies and equipment.

Procure or supervise the procurement of all materials, supplies, equipment, services, printing, leases and lease purchases, repairs and alterations, and construction needed by the institution.

Obtain verbal or written quotes depending on threshold amounts. Establish and maintain professional procurement procedures within the institution and train administrative units about those procedures. Contract management of all outside contracts to ensure contract compliance and to negotiate better rates on future contracts.

Sell, trade, or otherwise dispose of surplus, obsolete and unusable materials, supplies and equipment belonging to the institution consistent with institutional rules and state and federal laws.

Establish institutional guidelines and procedures for purchases not exceeding $50,000.

Such guidelines and procedures shall provide for obtaining adequate and reasonable records to properly account for funds and to facilitate auditing.

These guidelines, and any updates, shall be approved by the president and cabinet and then posted for 30 day institutional comment before being posted as college operational policy.

Establish and maintain institutional guidelines and procedures for receiving, distributing, and tracking materials, supplies, equipment, services and printing, and for inventorying the institution's equipment that has a unit value at the time of purchase of $5,000 or more and a useful life of at least one year.

The college may elect to inventory equipment and furnishings with a value of less than $5,000 per unit as recommended by this position.

These guidelines and procedures shall be consistent with the administrative manuals, guidelines, procedures and forms developed by CTCS.

They shall be approved by the president and filed with CTCS Review specifications and descriptions before soliciting bids or proposals to ensure the specifications and descriptions are competitive and fair and do not unfairly favor or discriminate against a particular brand or vendor.

Advertise all purchases for which formal competitive bids or proposals are being solicited, and post or otherwise make available notice of such purchases in the institution's purchasing office.

Maintain the institution's purchasing files. Accept or reject any and all bids in whole or in part. Use professional judgement to waive minor irregularities in bids, bidding documents and/ or specifications. Apply and enforce standard specifications related to accounting and purchasing. Prescribe the amount of deposit or bond to be submitted with any bid or contract.

Prescribe contract provisions for liquidated damages, remedies and/or other damages provisions in the event of vendor default. Hear and render opinions on vendor complaints and protests.

Prior to the issuance of a purchase order that exceeds $25,000, ensure that the successful vendor is properly registered with the Purchasing Division of the Department of Administration in accordance with state law before a contract or purchase order is issued to that vendor.

Put special emphasis on identifying in-state small businesses and provide these vendors the opportunity to participate in the institution's purchases; and

Exempt from competitive bidding purchases of materials, supplies, equipment, services, and printing purchased from within state government, from West Virginia sheltered workshops, and from cooperative buying groups, consortia and federal government contracts when price, availability and quality are comparable to those in the open market.

Compile and prepare contract change order documentation as well as oversight for purchase orders.

This responsibility also includes coordinating with accounts payable to ensure resolution of purchase order/receiving/invoicing discrepancies by appropriate personnel, including application for payment certification reviews.

Ensure proper recording of fixed assets. Maintain fixed assets information with Microsoft Teams. Calculate monthly, annual, and accumulative depreciation.

Report assets that are fully depreciated. Record fixed asset location and tag assets for tracking. Serve as the P-Card coordinator for the College.

Responsibilities include all coordinator requirements which are, but are not limited to:

Monitoring and providing oversight of the P-Card program to ensure internal controls are in place and working to prevent misuse; ensuring proper completion and submission of cardholder applications, agreements, and maintenance forms; and approving in-house P-Card training for new cardholders upon receipt of their P- Card

Provide training to personnel and vendors on proper format and submission of requisitions, invoices, P-Card accounting forms, service agreements, and related documentation.

Other duties as assigned

Qualifications

Bachelor's degree in accounting or related field and a minimum of five years of related work experience, preferably in a college setting.

Five years of supervisory experience Five years of accounting experience Five years of financial management experience Good working knowledge of payroll, accounts payable, accounts receivable, grants, and financial analysis.

Sound knowledge of information technology. Previous experience with Banner preferred. Excellent oral and written communication skills. Understanding of an academic environment or ability to quickly learn. Flexibility, adaptability, resourcefulness and a positive attitude are essential to job performance.

Excellent customer service Critical thinking required and ability to manage multiple projects Confidentiality and discretion requiredincumbent has access to highly confidential contract agreements.

High degree of ethics and honesty. Strong analytical, evaluative, and reasoning skills to interpret numerous rules & regulations. Ability to effectively plan, organize and communicate and interact with a wide variety of internal and external customers.

Additional Information

BridgeValley will not accept incomplete applications. Please fill out the application completely, even though the resume may include the same information. Employment is subject to satisfactory results on background check. Copies of transcripts may be sent but originals must be available prior to hire.

This posting does not reflect the entire job description and may be changed and/or modified, at any time, without notice.

We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor candidates requiring a visa.

BridgeValley Community and Technical College promotes student success, prepares a skilled workforce, and builds tomorrow's leaders by providing access to quality education.

BridgeValley is an an equal employment opportunity employer and affirmative action institution that does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status in its employment, programs, activities.

Please contact the Human Resources office at if you need assistance or reasonable accommodation in the hiring process.
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