Administrative Specialist - College of Law

About FIU Florida International University is a Top 50, preeminent public research university with 55,000 students from all 50 states and more than 140 countries, as well as an alumni network of more than 340,000. Located in the global city of Miami, the university offers more than 200 degree programs at the undergraduate, graduate and professional levels, including medicine and law. FIU faculty are leaders in their fields and include National Academy members, Fulbright Scholars and MacArthur Genius Fellows. A Carnegie R1 institution, FIU drives impactful research in environmental resilience, health and technology and innovation. Home to the Wall of Wind and Institute of Environment, FIU stands at the forefront of discovery and innovation. With a focus on student success, economic mobility and community engagement, FIU is redefining what it means to be a public research university. Job Summary Under the direction of the Finance Manager for the College of Law, coordinates the day-to-day processing of financial transactions for the College, including accounts payable, procurement, travel, contract routing, and payment card activity. Applies established University financial, travel, purchasing, and contracting policies and procedures to process transactions and respond to routine procedural questions, referring complex or non-routine matters to the Finance Manager. Requires thorough knowledge of office and financial practices and procedures in order to perform complex administrative support duties and to assist the Finance Manager with non-routine administrative work. At the direction of the Finance Manager, processes invoices, payment requests, unencumbered payments, interdepartmental transfers, journal transfers, and other fiscal documents for the College of Law in PeopleSoft Financials, verifying accuracy, funding source, budget availability, and compliance with University policy prior to submission for approval. Supports accounts payable activity for the College and serves as the day-to-day contact for vendor payment inquiries. Researches payment discrepancies, aged invoices, and returned or rejected transactions with Accounts Payable, Purchasing Services, and vendors, resolves them within established procedures, and escalates unresolved items to the Finance Manager. Prepares and processes requisitions, purchase orders, and other procurement transactions for the College as directed by the Finance Manager. Applies University purchasing thresholds, quote and bid requirements, and sole-source justification requirements in preparing procurement documents, and refers questions on the appropriate procurement method to the Finance Manager. Routes contracts and procurement documents through the Total Contract Manager (TCM) module, tracks documents through required approvals, and monitors contract expiration and renewal dates. Serves as the backup contact for the College's merchant account activity. Prepares credit card revenue journal entries for Finance Manager review, reconciles merchant deposits to departmental revenue, and assists the Finance Manager with Payment Card Industry (PCI) compliance activities for the College, including tracking required attestations and training. Handles sensitive cardholder information and/or processes credit card transactions for the College. Serves as a University card user for departmental transactions. Maintains procurement card documentation, performs monthly transaction reconciliation and substantiation for approval, and adheres to University credit card policies and procedures. Assists the Finance Manager in monitoring departmental budget and financial data across assigned funding sources. Reconciles accounts, reviews expenditure and encumbrance activity, prepares routine financial reports and budget summaries as requested, and notifies the Finance Manager of discrepancies, overdrafts, or unusual activity. Applies University financial, travel, purchasing, and contracting policies and procedure…

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