Business Operations Associate - College of ACES, Extension

Duties Responsibilities Fiscal Duties Oversees the Unit fiscal operations, including all program liabilities and submission of all financially related reports. Confers with the County Director and other staff on matters concerning internal control, budgets, and property control. Executes accounting operations and prepares and monitors monthly bank reconciliation on all Unit Extension accounts. Assists in the preparation of budgets and grant applications, including, but not limited to preparation of budget line item spreadsheets, at the request of the County Director. Exercises control of expenditures on grants funds at the request of the County Director. Confers with the County Director and other involved staff in the preparation of monthly financial and activity reports and budgets, including, but not limited to reports to funding sources, Council, and other entities as requested. Maintains all fiscal and business records for all Unit funds and appropriations, including budget records and documentation of all contracts. Serves as a liaison with all funding sources and independent auditors to ensure compliance with funding source rules and regulations, and compliance with applicable laws. Assists with negotiations regarding Unit office leases and manages contracts and insurance for off-site program venues. Assists the County Director in budget management and control. Assists program staff in the development of individual program budgets. Oversees the annual 4-H fiscal club audits for the Unit. Advises and assists Unit Educators and other staff on fiscal processes, budget matters and other business related to their respective programs. Maintains, compiles, and collates all fiscal, budgetary and monetary data relevant to audits to be performed. In conjunction with the County Director, monitors consistency between approved budget and actual expenditures. Facilities and Property Management With County Director, maintains U of I purchasing and procurement systems, and maintains records of procurement. Assists in the supervision of storerooms and accountability of Unit equipment. Assists the County Director in the planning or remodeling or renovation of facilities, including overseeing building maintenance issues. Administration and Personnel Supervises and trains Unit office support staff, including benefit usage approval, performance evaluations and salary recommendations. Ensures that the routine day-to-day work of the Unit is managed efficiently and that effective office systems are established, maintained and regularly reviewed. Trains all new Unit staff on Emburse and fiscal policies. Acts in absence of County Director to respond to personnel and programmatic issues and has signatory authority. Acts in absence of County Director in the preparation and representation of Extension at Unit Foundation meetings. Handles and maintains all business correspondence for the multi-county Unit. Assists County Director with Human Resources duties and maintains confidential personnel files. Misc Duties Participate in professional development program and seek additional opportunities to maintain professional competence through in-service education, formal coursework, and personal study, all which are approved by the County Director. Other duties as assigned.