Assets and Contracts Analyst

Assets and Contracts Analyst

Pendleton - Pendleton, OR 97801

Position Type Full Time

Position Summary

The Asset and Contracts Analyst is responsible for contracts management and the fixed assets of the college. Under general supervision of the Controller, the Asset and Contract Analyst provides assistance with financial planning, budget control, contracts management, policy coordination, procedures administration, inventory coordination, and risk management. Act as the liaison for the business office for matters related to contracts and asset management in addition to performing a variety of accounting functions as needed.

Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Mission, Vision and Strategic Plan.

Essential Functions

Assists the Controller with the development, analysis, review, and implementation of all college contracts with private companies, government agencies, and other outside organizations, including but not limited to personal services contracts, interagency agreements, lease agreements, and license agreements; assists with amendments to current contracts; reviews invoices for payment; reviews disputes and protests; closes out and archives contracts; maintains official contracts files (hard copy, electronic, and associated databases)

Provides analysis and coordination of contracts, fixed assets, and inventory.

Assists with general contracted services for the college, including but not limited to vending machines, document destruction, vehicle insurance, and cell phones.

Monitors and creates reports to provide to the Controller in reference to accounts payable, account receivables, payroll outstanding checks, and remits amounts outstanding to the State Unclaimed Properties Division or to the current payroll provider.

Assists with review of general operations budget expenditures and purchase requisitions; tracks, analyzes, and reports budget expenditures for monthly review by the Controller and senior staff; assists the Controller to ensure compliance with the adopted annual college budget.

Assists with property and equipment risk management issues for the college, including review of any risk management issues, collaborates with the college insurance agent for proper actions and follow-up and perform an annual review of college liability pursuant to the renewal of insurance policy for property, casualty, and vehicles. Coordinates insurance claims and follow-up.

Assists with the disposition of excess property in accordance with state requirements and college policies and procedures, including but not limited to planning, scheduling, organizing, and controlling property disposition; develops and maintains the processes and procedures by which property is dispositioned.

Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological and ethnic backgrounds.

General Functions

Prepares schedules for the Annual Audit including, but not limited to, Capital Fixed Asset schedules, Lease schedules, and Subscription Based Information Technology Agreement (SBITA) schedules.

Assists the Controller to review major college procurements; reviews the preparation, issue, and evaluation of Invitations to Bid and Requests for Proposal, including the placement of legal notices, the management of inquiries, the provision of documentation, the assurance of chain of custody, and reviews the scheduling and preparation of opening and evaluation of bids and proposals

Assists with the preparation of the annual budget for the college.

Assists the Controller with the development, review, and approval of processes and procedures for college assets. Coordinates an annual review of college procedures for which the Business Office is responsible; coordinates necessary process or procedure revisions pursuant to the annual review.

Collaborates with the Business Office staff to record new property and equipment purchases for the college; tracks equipment purchases for the College; and controls and distributes BMCC Property Tags in accordance with…