Financial Support Specialist

Title: Financial Support Specialist

Department: Facilities Management

Duration:Indefinite

Employment Status: Non-Exempt, Full-Time, 40 hours per week

Job Summary

Reporting to the Accounting Manager, Facilities, the Financial Support Specialist serves as the primary financial and administrative support for the Department, managing facilities capital projects and operational expenses from contract initiation through closeout. The Financial Support Specialist oversees budget tracking, forecasting, contract administration, procurement support, and invoicing to ensure projects remain fiscally sound and compliant with institutional policies. The Specialist develops financial reports and dashboards, monitors variances, supports bidding and vendor onboarding, and ensures accuracy and compliance in payment processing and project documentation.

Acting as a point of contact with internal stakeholders, the Specialist supports audit readiness, asset capitalization, and process improvements to enhance departmental efficiency.

Job Duties

• 30% - Financial Management - Maintain real-time "Actual vs. Budget" logs for all active capital projects and operations expenses as assigned. Identify and report potential variances or "burn rate" concerns to Project Managers. Assist the AVP of Facilities and Accounting Manager in cash-flow forecasting and year-end financial closing activities. Update monthly financial dashboards and reports to visualize project spending and contingency reserves.
  
  - (Essential)
• 30% - Contract, Procurement & Financial Administration - Facilitate the routing and execution of professional service agreements and construction contracts (AIA documents); ensure all legal and insurance requirements (COIs) are met before work commences. Serve as the primary point of contact for vendor onboarding and procurement inquiries within the College's ERP system. Assist in the preparation of Request for Proposals (RFPs) and the tabulation of competitive bids.
  
  - (Essential)
• 30% - Invoicing & Documentation - Review, audit, and validate "Applications for Payment" from contractors and consultants to ensure billed amounts align with the approved Schedule of Values, contract terms, and project progress. Identify discrepancies and coordinate resolution with project teams. Assist with the collection and verification of unconditional lien waivers and closeout documentation, ensuring adherence to contractual requirements and institutional financial controls prior to final payment.
  
  Maintain comprehensive, well-organized project financial records, ensuring a clear audit trail to support accurate financial reporting, compliance reviews, and capital expenditure tracking.
  
  - (Essential)
• 10% - Operational Support - Serve as a point of contact with the Business Office, preparing and validating documentation for asset capitalization, financial reporting, and tax compliance related to capital expenditures. Other duties as assigned.
  
  - (Essential)

Minimum Qualifications

• Bachelor’s degree in Finance or Accounting or related field to position duties or equivalent combination of education and experience.
• Two years of experience in business operations, financial analysis, or project accounting.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), including advanced Excel functions such as pivot tables, VLOOKUP/XLOOKUP, and conditional formatting;
  Google Workspace (Drive, Folders, Forms);
  Adobe Acrobat; and other productivity tools applicable to position responsibilities.
• Familiarity with enterprise resource planning (ERP) systems and ability to learn College-specific procurement, contracting, bidding, and invoicing systems.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating, identifying, and…