Print Operations and Finance Specialist

Classification:  Admin/Prof
Exemption Status/Test:  Exempt/Administrative                
Job Grade:  3
Department:  Print Production & Distribution                     
Reports To:  Chief of Finance and Business Services 

Job Goal:

To support the efficient operations and financial management of Region 4’s Print Production and Distribution enterprise and grant activities by handling purchasing processes, coordinating inventory, customer orders, accounts payable/receivable, timesheets, and financial reporting. The Print Operations and Finance Specialist will ensure that financial transactions are accurate, timely, and compliant with applicable regulations while assisting in budgeting, financial projections, and financial analysis. This role will be crucial in contributing to the overall success of the print production and distribution center.                                        

Qualifications:

Education

• Bachelor’s degree in accounting, finance, or business-related field or a minimum of 60 college hours with ten years of equivalent service

Experience:

• Ten years of experience in business office functions, including purchasing, accounts payable/receivable, timekeeping, grant, and other business services functions

Special Knowledge and Skills:

1. Excellent organizational, communication, and interpersonal skills
2. Ability to maintain accurate and auditable records
3. Strong knowledge of general ledger, inventory management, procurement, accounts payable, accounts receivable, and fixed assets procedures
4. Understanding of grant accounting, cash management, budget, and financial reporting processes
5. Proficient in Excel, including the use of functions, formulas, pivot tables, and macros
6. Ability to analyze variances between budgeted and actual expenditures and make recommendations for corrective action
7. Familiarity with governmental accounting principles and systems, preferred

Major Responsibilities:

1. Provide assistance with financial forecasting, budget analysis, and grant financial monitoring.
2. Reconcile orders processed in the EMAT system and Region 4 print/distribution and financial systems, ensuring all transactions are accurately reflected in the general ledger and related financial records.
3. Process accounts payable invoices and ensure the timely and accurate disbursement of payments.
4. Track accounts receivable, monitor aging reports, and assist with collections and write-offs of irrecoverable accounts.
5. Prepare and analyze financial reports to support management and strategic decision-making.
6. Process and review employee timesheets to ensure the accurate recording of hours worked.
7. Process requisitions, purchase orders, and track inventory levels to ensure adequate stock is maintained.
8. Coordinate the receiving of shipments and update inventory systems to reflect accurate stock levels.
9. Collaborate with vendors and internal teams to address any issues with deliveries or orders.
10. Monitor actual expenditures against budgeted amounts for print production and distribution projects.
11. Assist the Grant Accountant in the preparation and submission of grant drawdowns, ensuring all costs are accounted for and meet regulatory requirements.
12. Support the Chief of Print Production and Distribution with grant budget preparation and compliance.
13. Reconcile accounts receivable and assist in maintaining general ledger accuracy.
14. Prepare journal entries and process budget amendments as needed.
15. Ensure the accurate accounting of capital assets, inventory, and other related assets.
16. Assist with the preparation of financial data for internal and external audits.
17. Maintain organized records to ensure compliance with policies and governmental regulations.
18. Collaborate with various departments to ensure smooth financial and operational processes.
19. Perform other financial, operational, or administrative tasks as assigned by the Chief of Finance and Business Services or the Chief of Print Production and Distribution.

Supervision/Personnel Management

None