To administer accounting and administrative functions in the office of planning and construction; track capital and local project funds, process/reconcile contractor/A/E requests for payment and ensure timely payments are made; responsible for the release of capital funds by developing capital requests, manage construction data and incorporate into the OAKS system while working with/assisting contractors and A/E?s in the payment process.

Participates in capital funds processing including Controlling Board request preparation/review. Working with the Director and Associate Director of Planning and Construction to assist in the preparation of the Capital Plan submissions and Capital Reappropriations to the Ohio Board of Regents. Reconcile state funds through the OAKS accounting system with available project funds. Assist as needed in the preparation of project Program of Requirements on the State HEI system.

Ensure that contractor/A/E requests for payment are reconciled, contain the appropriate back-up material including proposals, forms and certified payrolls and then route for signature and submit to General Accounting/Accounts Payable for payment. Answer all contractor/A/E questions regarding pay request status. Assist the Facilities/Planning and Construction Office in the transfer of construction data to the OAKS accounting/project management system and ensure that all Facilities staff and contractors/A/E?s are trained and proficient. Maintain detailed project files to include contracts, controlling board releases, emails, meeting notes, pay requests, etc.

Coordinate prevailing wage submissions from contractors and review for completeness. 

Fill out PSA contracts and requisitions for purchases, construction projects, and consultants at the request of Planning and Construction staff. Acquire all necessary contracts, proposals and ensure that vendors are in the university system and eligible for employment by the university. Assist with entering requisitions into the university?s Banner system.

Assist Planning and Construction staff with bidding solicitations, newspaper and electronic publications. Work with plan houses to ensure that all bidding materials are properly distributed in a timely manner. 

Other Functions and Responsibilities: Assists with training new hires.

Performs other related duties as assigned.

Equipment Operated: Computer and all other standard office equipment.

Work Schedule: Typically, Monday through Friday. 

Supervision Exercised: May exercise supervision over student employees.

Reports to: Director, Planning and Construction

Required Certifications, Training, and/or Licensures: None

Knowledge, Skills, and Abilities: 

Knowledge of: internal audit procedures*; business administration or accounting; applicable state and/or federal regulations governing documents processed, reviewed and/or prepared*; public relations*.

Skill in: use of calculator and personal computer.

Ability to: deal with large number of technical and fiscal variables, determine budgetary projections and allotments adequate to meet operational needs and/or authorize expenditures within authority; apply principles to solve practical everyday problems; gather, collate and classify information about data, people or things; complete routine forms and prepare standard reports and business correspondence; handle routine and sensitive inquiries from and contacts with other government officials, general public, claimants and/or providers.

(*) Developed after employment.

Minimum Qualifications:  Bachelor?s degree in a business-related discipline; one or more years of business/accounting experience

Preferred Qualifications: CPA certification; three or more years of business or accounting experience; experience with the State of Ohio OAKS accounting system; experience with the BANNER accounting system; experience with construction billing and payroll.

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About Youngstown State University

An Institution of Opportunity: Youngstown State University inspires individuals, enhances futures, and enriches lives. As a student-centered university, Youngstown State University’s mission is to provide innovative lifelong learning opportunities that will inspire individuals, enhance futures and enrich lives. YSU inspires individuals by cultivating a curiosity for life-long learning; enhances the futures of our students by empowering them to discover, disseminate and apply their knowledge; and enriches the region by fostering collaboration and the advancement of civic, scientific, and technological development. YSU’s culture of enrichment flourishes in our diverse, accessible, and quality education. Youngstown State University is where students thrive in their educational and career pursuits, where scholarship creates innovative solutions, and where community engagement is a cornerstone of collaboration that collectively contribute to the sustainable prosperity of the region and beyond. We—the faculty, staff, administrators, and students of Youngstown State University—hold the following values essential to achieving the mission and realizing the vision. Centrality of Studen...ts – We put students first, fostering their holistic and lifelong success. Excellence and Innovation – We bring academic excellence and innovation to learning and life for all stakeholders. Integrity and Human Dignity – We root all behaviors, decisions and actions in the achievement of integrity, mutual respect, collegiality, equity and inclusion. Collaboration and Public Engagement – We embrace collaboration and create innovative partnerships to foster sustainability and enrich our university, our culture, and region. Please use the following link to learn more about YSU: https://ysu.edu/about-ysu

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