Assistant Director University Property Accounting and Reporting

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University Accounting & Financial Reporting

University of Illinois System - Urbana

The University System Office seeks an Assistant Director University Property Accounting and Reporting to report and function under the general administrative supervision of the Senior Director of University Property Accounting and Reporting and perform University Accounting and Reporting functions related to equipment and property management at the University. The position oversees and maintains the University property general ledger, operating ledger, and subsidiary Banner Fixed Asset Module ledger balances. The Assistant Director is responsible for ensuring that the ledgers are complete and accurate. The position oversees all operations and staffing related to the new acquisition of equipment. Duties also include completing mandated reporting through maintaining and developing financial queries using database applications; handling external audit requests; and recommending and implementing the development and documentation of policies and procedures.

Additional responsibilities include:

1. Serve as a significant member of the management team responsible for the overall leadership of University Property Accounting and Reporting (UPAR). Provide advice, counsel, and input into the Equipment Management Team, identifying and implementing projects to improve customer service to campus units related to all aspects of property accounting and University equipment operations and functions.

2. Oversee all University equipment out-bound loans and transfers. Responsibilities includes scrutiny of unit filed loan and transfer requests to ensure requests meet University criteria and approvals; collaborating with campus Grants & Contracts offices, contract offices, and University Counsel to provide direction to campus units; coordinating and ensuring external approvals from the State of Illinois Department of Central Management Services are obtained when needed; and filing and maintaining loans and transfer binding agreements in iCS on behalf of the Director as a Comptroller delegate with signature authority.

3. Responsible for responding to and working with unit management and unit staff across all Universities to respond to questions and provide guidance on a diverse array of property related topics. This includes educating unit staff on University policies and State regulations and also active listening in order to evaluate opportunities for improvement in departmental procedures and processes. This communication and outreach is essential to assist University Units in their efforts to successfully manage unit equipment inventories.

4. Supervise and oversee the equipment accounting functions of weekly reconciliation, review, and tracking of property general ledger balances, operating ledger activity, and the Banner Fixed Asset subsidiary ledger. Responsibilities include complex reconciliations for state owned equipment, federally owned equipment, and other owned equipment on both a quarterly and as needed basis during year-end. Also responsible to identify and complete difficult general ledger adjustments for property balances and to the Banner Fixed Assets subsidiary ledger using Banner forms and requests for direct Banner table adjustments through SQL requests. These complex reconciliations and adjustments are critical to ensuring accurate financial reporting for all University Assets and for the University annual financial report.

5. Coordinate and administer the completion of critical year-end and year-to-date audit schedules and mandated reporting related to equipment and property activity and balances. Responsibilities include mandated annual reports of equipment activity for Supplemental Data, Margin of Compliance, and reporting of University equipment inventory certification and discrepancies. Responsibilities also include completion of mandated quarterly State reporting (C-15) for all university property and analysis of new acquisitions of equipment funding to determine and update "Entity" coding on newly acquired equipment. These are important tasks critical to the operations of the University; required for the University annual financial report; and mandated by State regulations and Accounting Standards

6. Develop events and communications related activities to promote UPAR and its systems, policies, and processes to the University community including, but not limited to the campus Business Manager's Groups and sub committees. Responsibilities include the development, implementation, and maintenance of unit outreach and training materials, courses, job aids, etc. to support the education and training of University departments. Represent the UPAR office at meetings with campus and University Administration administrators and staff to provide information and/or direction related to equipment processes and procedures.

7. Administer the hiring, training, and supervision of five clerical equipment acquisition operating staff, and the equipment accounting supervisor, providing oversight of both new acquisition's transactions and record update transactions. Also responsible to administer the hiring, training, and supervision of all part-time equipment accounting staff including student workers and student interns rotating into the Equipment area.

8. Administer equipment acquisitions processes and procedures for the University, including development of improved operational processes and procedures as needed. Responsible for reviewing and evaluating changes to State regulations and coordinating and implementing needed changes to University policy and departmental operations to facilitate mandated changes to processing new acquisitions of equipment University wide.

9. Prepare, organize and research annual external requests for information including property roll-forwards, details of additions and disposals, and pulling supporting documentation for audit samples. These important tasks are critical to the operations of the University and required for the completion of the annual University financial audit, annual state compliance audit, and annual federal compliance audit.

10. Provide oversight of the Banner location code cfoapal segment University wide. Duties include researching new location code requests from units, ensuring requested rooms are identified within the F&S Archibus and FMWeb databases to validate the room and building and making changes to the Banner Location Code table as needed to assist units with accurately adding and updating Banner location codes.

11. Provide oversight of all University wide equipment trade-in transactions. Duties include validating the trade-in situations through review of the purchase documentation, creating the JV's needed to accurately book additional trade- in allowance values to comply with State regulations; and ensuring new acquisition records are accurately updated and traded-in equipment is appropriately disposed. This task is critical to the University to maintain compliance over equipment trade-in transactions and to appropriately value new acquisitions of equipment on the University financials.

12. Administer the technical components of the equipment operations including submission and validation of departmental feeders into Banner through "xferprod", running and improving standard reports and queries for monthly, quarterly, and annual accounting and reporting information, and maintaining equipment email distribution lists in the "Mailman" application.

13. Create the capitalization of administrative software assets for the university collaborating with AITS and campus units.

14. Plan and test equipment and property year-end close procedures including depreciation expense calculation and balancing. Prepare year-end depreciation expense calculation, posting of entries to university ledgers, ensuring accuracy of year-end ledger balances and subsequent system balancing.

15. Participate in the planning and executing assignments related to new systems and systems upgrades and enhancements related to University systems for equipment inventory management and unit certification including reporting and tracking system functionality problems and issues.

16. Complete other duties as assigned related to equipment management and University Accounting and Financial Reporting including work on special projects and serving on UAFR and System Office committees/teams as assigned.

Candidates must possess:

• Bachelor's degree in Accountancy or related field (Preferred: Master's degree in Accountancy or other business-related degree.)

• Five years of professional level accounting experience, and two years of supervisory experience.

Other required qualifications include:

• Working knowledge of general accounting principles

• Demonstrated analytical skills to perform complex financial analysis of business transactions

• Ability to produce complex financial reports and provide detailed information with accuracy and clarity

• Ability to propose policies/procedures that improve and/or maintain the effectiveness of daily financial operations

• Strong verbal and written communications skills to effectively present information and respond to requests for guidance and/or clarification

• Demonstrated leadership skills to identify effective strategies to address and resolve difficult and complex issues/problems and establish and maintain effective working relationships

• Ability to multi-task and produce accurate, detail-oriented work to meet stringent deadlines

• Creativity in problem- solving and exercising independent judgment and discretion

• Proficient computer skills including Microsoft Excel, Access, Word, Outlook, and Internet browsers

• Proficiency in query and reporting tools (e.g., MS Access, Eddie, Banner Form queries, etc.)

• Ability to supervise, manage, and coach staff

Preferred qualifications include:

• Certified Public Accountant (CPA), and/or; Certified Internal Auditor (CIA), and/or; Certified Management Accountant (CMA)

• Two years of professional experience in property accounting or property control

• Detailed understanding of the State Property Control Act, the Administrative Code and University policy and procedures related to property accounting

• Specific knowledge and understanding of the University and Banner fixed asset Dtag-Otag-Ptag process flow

• Proficient skills in navigating the various fixed asset forms in Banner

• General understanding of how to use FABweb and how to pull fixed asset reports from EDDIE and View Direct

• Ability to identify both routine and complex adjustments from the fixed asset records to the general ledger and operating ledger. Also, utilize professional judgment as to when items require an adjustment to either the fixed asset record, GL or OL

• Understanding of how to use University" xferprod" feeders to submit updates to Banner for fixed asset records

• Understanding of how to complete equipment journal vouchers and how to research equipment related journal voucher and implications to adjustments needed

• Understanding of the step-by-step process to complete Transfer with Researcher, Loan, Donation, and Sale requests.

This is a full-time, 12-month Academic Professional position. For full consideration, candidates must apply and submit a letter of application, resume, and names/addresses/phone numbers of three professional references by January 31, 2020 at https://uajobs.hr.uillinois.edu/.

The System Office conducts background checks on all job candidates upon acceptance of a contingent offer of employment. Background checks will be performed in compliance with the Fair Credit Reporting Act. The University of Illinois System requires candidates selected for hire to disclose any documented finding of sexual misconduct or sexual harassment and to authorize inquiries to current and former employers regarding findings of sexual misconduct or sexual harassment. For more information, visit https://www.hr.uillinois.edu/cms/One.aspx?portalId=4292&pageId=1411899

System Human Resource Services
(217) 333-2600
erhr@uillinois.edu

The System Office is an affirmative action/equal opportunity employer dedicated to building a community of excellence, equity and diversity. The System Offices welcome applications from women, underrepresented minorities, individuals with disabilities, protected veterans, sexual minority groups and other candidates who will lead and contribute to the diversification and enrichment of ideas and perspectives.