Work Order and Accounting Specialist

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

Finance

Post Date Aug 30, 2024

Requisition # 104461

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY."

Department Introduction:

LBRE’s Finance for Operations team supports a wide range of functions including: procurement & payables, budgeting & forecasting, financial & operational reporting, billing, departmental property administration, capital project support and system initiatives.

Job Purpose:

Finance P2P, a 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 P2P 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, P2P tools, and exceptional customer service.

Core 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.

• Contribute to planning and analysis for complex functions or programs with business, regulatory and/or technical challenges. Provide development of program or function from initial concept to implementation.

• Assist in the development and management of outreach strategies that include relationship development, communications, and compliance

• All these duties are to be done while working collaboratively with the purchasing team, to ensure a seamless, coordinated P2P process for LBRE departments.

• Work Order Billing o Reconcile and bill back work orders following established procedures, using Oracle eAM WebADI. o 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 o Address process gaps that affect the work order billing process. o Serve as the Work Order Subject Matter Expert for Facilities Operations maintenance activity. o Collaborate with departments and suppliers as needed to resolve open issues related to billing, payment or purchasing for work order related requisitions.

• Manage Pcard Program o Approve Work Order based Pcard purchases up to $5k. o Verify Work Order related Pcard transactions. o Publish monthly LBRE pCard and tCard report.

• Enhance and improve the current work order billing process. Identify opportunities, develop plans, and lead change management efforts for process improvement.

• Support & Backup Purchasing staff o processing <$50k PO requests. o Decommit PO’s. o Maintain the Supplier Information database.

• Onboard new Suppliers.

• *Other duties may also be assigned

Education & Experience:

• Bachelor’s degree and 5 years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

Required

• 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.

Preferred

• Demonstrated success in implementing programs and projects to improve business processes 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.

Certifications and Licenses:

• None

Physical Requirements:

• Constantly perform desk-based computer tasks.

• Frequently sit, sort, file paperwork or parts, grasp lightly, and use fine manipulation, lift, carry, push and pull objects that weigh 10 pounds or less.

• Occasionally write by hand, twist, bend, stoop and squat.

• Rarely stand, walk, reach or work above shoulders and use a telephone.

Working Conditions:

• May work extended hours during peak business cycles.

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.

• 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 expected pay range for this position is $82,000 to $115,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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. 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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow . We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture . We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you . Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun . Stroll through historic sculptures, trails, and museums.

• Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more1

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 acontact 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

• Schedule: Full-time

• Job Code: 4442

• Employee Status: Regular

• Grade: H

• Requisition ID: 104461

• Work Arrangement : Hybrid Eligible