Work Order and Accounting Specialist

🔍 Land, Buildings and Real Estate, Redwood City, California, United States

New

📁: Finance

📅   : 2 days ago Post Date

📅   : 108309 Requisition #

Stanford University, Department of Land, Buildings & Real Estate (LBRE) is committed to the preservation and enhancement of Stanford’s campus and adjoining lands and constructs and maintains the facilities in which advancements across the academic spectrum are made possible. LBRE takes pride in the care and stewardship of the 8,100+ acres that make Stanford the special place that it is.

Job Overview:

The Finance department within LBRE seeks a detail-oriented accountant to ensure accurate work order billing, and consistent clearing account reconciliation.

The ideal candidate will have education and experience in billing, accounting, purchasing, and business administration, in a facilities maintenance organization, including proven experience in project and program management. The candidate must be a highly self-motivated and effective individual, with the ability to manage multiple programs in a complex and dynamic work environment. Finance team encourages and supports collaborative teamwork, as well as individual initiative and leadership, in order to fulfill its mission to support LBRE departments with creative, innovative processes, reporting tools, and exceptional customer service.

Core Job Duties:

Subject matter expert for work order billing and reconciliation.
Interpret, implement, and ensure compliance with policies and regulations. Resolve complex issues that often span organizational boundaries.
Run, maintain, reconcile, review, combine, analyze and validate financial data sets, utilizing financial reports, financial databases, and key financial information often from multiple systems.
Assist in the development and management of outreach strategies that include relationship development, communications, and compliance.
Collaborate with the Financial Planning & Analysis (FP&A) team to ensure the accuracy and timeliness of the billing process.
Systematically document and update business processes to ensure operational consistency and support audit requirements.

Specific Job Duties and Responsibilities:

Work Order Billing
- Reconcile and bill back work orders following established procedures, using Oracle eAM WebADI.
- Ensure timely, accurate monthly and year-end reconciliation of the following clearing accounts for Work Order resource transactions
  - Fleet Garage Service
  - Architectural Trades, Mechanical, Electrical, Plumbing, Grounds, and Machine Service
  - DMV Registration
  - Specialty Services
  - Custodial
    - Monitor the building tracker for price adjustments
    - Calculate quarterly performance fee
    - Support Adhoc billing questions
  - Garbage
  - Roofing
  - Pest Control
  - Elevator
- Address process gaps that affect the work order billing process.
- Serve as the Work Order Subject Matter Expert for Facilities Operations maintenance activity.
- Collaborate with departments and suppliers as needed to resolve open issues related to billing, payment or purchasing for work order related requisitions.
Manage work order related PCARD transactions
Enhance and improve the current work order billing process. Identify opportunities, develop plans, and lead change management efforts for process improvement.
Develop and sustain a knowledge base of process documentation to support training and continuous improvement initiatives.

Education and Experience:

Bachelor’s degree and 4 years of relevant experience, or combination of education and relevant experience.

Preferred Requirements:

Demonstrated success in implementing programs and projects to improve business process at a large commercial, industrial, or educational facility.
Demonstrated problem solving and decision-making skills to effectively solve and respond to complicated requests.
Knowledge of project management principles and practices, especially as related to development of computerized business processes.
Demonstrated skill in the use of the Microsoft Office suite, particularly Excel, along with database, project management and process flow programs.
Strong organizational, time management and project management skills, with the ability to support multiple projects of various types at different stages with an emphasis on accuracy and meeting milestones and deadlines.
Excellent customer service skills.

Knowledge, skills, and abilities:

Demonstrated planning, organizational and analytical skills.
Demonstrated ability to make sound business decisions using good judgement and innovative and creative problem solving.
Excellent interpersonal and communication skills, with the ability to cultivate professional and business partnerships.

Certifications and Licenses:
None

Physical Requirements:

Constantly perform desk-based computer tasks.
Frequently stand/walk, sitting, grasp lightly/fine manipulation.
Use of telephone, computer, and other office related equipment.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Work Standards:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

The expected pay range for this position is $110,307–$117,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information