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Fiscal Coordinator 1
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Position Number: 5124925
Location: Corvallis, OR
Position Type: Business and Financial Management

Fiscal Coordinator 1

Oregon State University

Department: Ext 4-H Yth Dev On-Cmpus (TEX)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:
The Division of Extension and Engagement invites applications for a full-time, Fiscal Coordinator 1 position for the Oregon State University Extension 4-H Youth Development Program, at the Oregon 4-H State Office in Corvallis, at Oregon State University.

Program Mission 4-H provides young people with intentional, high quality learning experiences that promote positive interactions with adults and peers, sustained and active participation across time, and opportunities to make meaningful contributions to the world around them. This mission is accomplished through the work of volunteers, youth, community members and professionals who organize and conduct learning experiences in club, group, community, and family settings. Programs are implemented in a manner that is consistent with the best practices in the field to youth development and respectful of local norms and culture.

The Oregon Extension and 4-H Youth Development Programs reach close to 100,000 young people annually through out-of-school, after-school, and in-school programming. 4-H staff may provide administrative oversight to a broad array of programs which may involve minors, animals, and firearms. Some 4-H experiences may require transportation of members in motor vehicles and chaperoning overnight accommodations. 4-H staff are also required to assure compliance with Federal and State regulations related to youth protection, fund-raising, taxation, and the non-profit status of 4 H and affiliated organizations.

Purpose of the Position The Fiscal Coordinator 1 is responsible for conducting budgeting, accounting functions including Accounts Payable/Accounts Receivable, contracts, purchasing, and other fiscal functions of the OSU Extension 4-H Youth Development Program. This individual serves as a liaison between the OSU Extension 4-H Youth Development Office, OSU Extension & Engagement Administration, and the Oregon 4-H Foundation.

The Fiscal Coordinator 1 provides fiscal and resource management of all funding streams, including budget, grants, cost-recovery, workshop accounts, etc. This position is required to maintain strict confidentiality.

About the Division The Division of Extension and Engagement (Division) is core to Oregon State University's mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our division and its core units and initiatives, please visit our Division website: https://engagement.oregonstate.edu/ .

OSU Extension Programs, partnerships and volunteer opportunities are focused on:

Healthy communities and economies
Resilient and productive forests and natural ecosystems
Sustainable agriculture, food systems, and gardening
Thriving youth, individuals and families

The OSU Division of Extension and Engagement has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian's awareness of and engagement with our organization, programs and resources. These activities will be included in the annual plan of work, impact statements and summary of accomplishments/achievements.

Commitment to Inclusive Excellence Oregon State University is committed to a culture of belonging and collaboration. We envision collaborative and respectful environments that are safe, inclusive, and welcoming. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language Access regulations.

In addition, this individual will assist the managing faculty and professional faculty members to design, develop, maintain and/or carry out Extension programs to ensure that educational programs and outreach activities serve diverse populations, including those that have been historically marginalized/excluded from participation.

OSU Division of Extension and Engagement's Diversity, Equity, and Inclusion Unit: https://extension.oregonstate.edu/about/diversity-equity-inclusion

OSU Mission Statementhttps://leadership.oregonstate.edu/trustees/about-board/oregon-state-university-mission-statement

Why OSU?
Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We dont wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

Top 1.4% university in the world
More research funding than all public universities in Oregon combined
1 of 3 land, sea, space and sun grant universities in the U.S.
2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
7 cultural resource centers that offer education, celebration and belonging for everyone
100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
35k+ students including more than 2.3k international students and 10k students of color
217k+ alumni worldwide
For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon States beautiful, historic and state-of-the-art main campus is located in one of Americas best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
Free confidential mental health and emotional support services, and counseling resources.
Retirement savings paid by the university.
A generous paid leave package, including holidays, vacation and sick leave.
Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities
This Fiscal Coordinator 1 embeds the commitment of the university to inclusive excellence in all interactions and duties performed and contributes to a safe, welcoming and respectful learning and workplace environment.

50% - Accounts Payable, Accounts Receivable and Financial Oversight

Conduct accounts payable functions for the OSU Extension 4-H Youth Development Program. Process invoices, journal vouchers, assist employees with account code assignments in Concur Travel and Expense system, and other documents in University accounting systems.
Assign account codes; post charges and credits into accounting and foundation reimbursement systems. Must comply with accounting principles and guidelines. Review and audit for data accuracy.
Work closely with the OSU Extension 4-H Youth Development Program team to assure compliance with accepted accounting principles and procedures, and University fiscal policies and procedural requirements. Review and verify invoices for accuracy and receipt of goods and services. Manage 4-H fiscal procedures and guidelines for 4-H faculty and staff to ensure compliance with University fiscal policies and procedural requirements.
Work with the OSU Extension 4-H Youth Development Program team and local faculty/staff and the University to complete fiscal year-end closing as required.
Work with OSU business and contracts office to facilitate rental agreements, personal services contracts, and other types of contracts.
Oversee cash income received in the office. Prepare bank deposits; make bank deposits on a regular basis, according to OSU fiscal policies. Assure accuracy of all receipts and reconciliation of income. Prepare invoices for services and contracts as needed by the unit.
Serve as designated budget authority for travel and OSU Visa purchasing card expenses in travel and expense system. Observe that all uses are appropriate and meet OSU fiscal policies; report suspicious uses to 4-H Program Leader.
County 4-H Association Accountability
- Work with OSU 4-H Program Leader to track and monitor all the financial reporting requirements.
- Ensure that County 4-H Association has a current agreement on file; develop and maintain a tracking system; and work with OSU 4-H Program Leader to send update notices related to formal agreements.
- Follow OSU policies, standards, rules & procedures and the County 4-H Association agreement for financial responsibilities; and work with OSU Extension County Offices, the Oregon 4-H Foundation, and the OSU Extension & Engagement Executive Director of Fiscal Operations as needed to ensure best practices are followed.
- Utilize the 4-H Procedures and 4-H Financial Management Handbook for working with the County 4-H Associations.
4-H Foundation Reimbursements and Reporting
- Process direct payments and foundation reimbursements for all 4-H County and Administrative foundation indexes.
- Process OSU scholarships through the online system and non-OSU scholarships using the OSU Foundation Direct Payment Request (DPR) System.
- Coordinate with 4-H Foundation contacts on use of funding sources and tracking of funding sources within OSU and Foundation reporting systems.
- Provide monthly reporting of account balances to the 4-H Program Leader and reports upon request from 4-H Youth Development faculty.
- Primary point of contact for county office managers and staff with questions on 4-H Foundation reimbursements, invoices, and processing procedures.
- Compile quarterly 4-H Program and County Foundation Fund financial narrative for the 4-H Foundation Finance Committee and Board.

40% - Budget and Fiscal Management

Work with the appropriate parties to develop the annual OSU Extension 4-H Youth Development Program budget. Provide details of budgetary needs for payroll, office operations, etc.; develop cost projections. Manage vacancy listing and prepare estimates for 4-H Program Leader to inform decisions on personnel hiring based on budget availability.
Support the OSU 4-H Program Leader with preparation of budget documents and communications for annual budget meetings or committees upon request. Update budget documents with detail for current, past and future fiscal years. Provide budget details to the OSU 4-H Program Leader and the OSU Extension & Engagement Executive Director of Fiscal Operations.
Participate in budget development meetings as directed.
Prepare annual budget documents and quarterly projections for submission to the OSU Extension & Engagement Executive Director of Fiscal Operations. Reconcile spending with OSU FIS data. Monitor and analyze all spending to assure adherence to budget and program resources. All documents will be reviewed and approved by the OSU 4-H Program Leader.
Work with the OSU 4-H Program Leader to manage all Extension resources, cost recovery, workshops accounts, donations accounts, grants, and contracts. Track expenditures and resources on a monthly, or regular, basis according to program accounting needs.
Utilize OSU fiscal reporting systems and spreadsheets to develop and prepare monthly reports of expenditures. Distribute reports to the 4-H Program Leader, faculty, and program staff, to provide expenditure detail and program/budget balances and constraints. Reconcile all accounts, analyze, and monitor spending.
Work with OSU 4-H Program Leader to advise and train all office support staff and all program faculty/staff in proper handling of monetary matters, including registration fees, income, and purchases to be consistent with OSU policies and sound business practices.
Ensure OSU policies, and grant/contract cost accounting standards are met. Keep current files for management of budget and fiscal records, purchasing, equipment, facilities, etc., as prescribed by OSU retention policies, standards, rules, and procedures.
Update 4-H Financial Management Handbook as business needs arise or changes in processes warrant changes to the handbook.
Establish, edit, and implement 4-H procedures related to fiscal operations for the 4-H program in collaboration with the 4-H Program Leader or Extension & Engagement Executive Director of Fiscal Operations.

10% - Other & Professional Development

Use digital project management, work production and collaboration tools for efficient internal work.
Attend training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties.
Complete training requirements necessary for the position. Participate in professional development opportunities to improve knowledge, skills and abilities that support effective performance of the duties of the position.

What You Will Need

Demonstrated experience in accounting procedures: accounts payable, accounts receivable, cash and other income tracking and management.
Experience developing, managing, and monitoring multiple complex budgets with high level of accuracy.
General knowledge and ability to use computers including information technology, professional office software and collaborative work platforms.
Ability to learn and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment. Must have the ability to become proficient with current and future OSU systems (OSU Banner FIS, BennyBuy, CORE reporting, Ideal-Logic, etc.).
Demonstrated strong oral, written, and electronic communication skills with ability to professionally communicate and interact successfully with colleagues, volunteers, and the public locally and remotely.
Ability to handle multiple detail-oriented tasks.
Ability to work independently with frequent interruptions.
Ability to maintain confidentiality and professionalism.
A demonstrated commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

Experience with OSU financial systems (Banner FIS, BennyBuy, CORE reporting, etc.)
Experience working with grants and contracts.
Knowledge of Extension Service and/or 4-H Youth Development Program.

Working Conditions / Work Schedule

This is a full-time (1.0 FTE) position within typical working hours, Monday - Friday
The employee will periodically attend meetings and events outside the office and will occasionally work a flexible schedule to include evenings and/or weekends during special events, or to attend conferences or meetings.

Special Instructions to Applicants
The full consideration and closing dates have been extended in order to expand the original applicant pool.

To ensure full consideration, applications must be received by 03/20/2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

Any required certification may be uploaded as License or Certification 1. The online application system will allow you to attach your license/certification if the PDF file is 9MB or less. If over 9MB in size, submit to contact person listed. The license and/or certification must be received by the closing date if not uploaded with your application.
Transcripts must be submitted for all required and/or related courses. All courses must be from accredited colleges, universities, or private vocational schools. The online application system will allow you to attach your transcripts if the PDF file is 9MB or less. Transcripts must be received by the closing date. If you have trouble uploading your transcripts, reach out to the contact listed.

For additional information please contact:
Tiffany Gillis
Tiffany.Gillis@oregonstate.edu
541-737-3994

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSUs Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://jobs.oregonstate.edu/postings/151417