Finance & Business Services Coordinator

Are you a detail-oriented professional with a knack for finance and a passion for supporting a dedicated team? The North Carolina Arboretum is searching for a Finance & Business Services Coordinator to keep our operations smooth and help our mission bloom. As a proud affliate of the University of North Carolina system, full benefits include paid time off, health and supplemental insurance options and employer-sponsored retirement dollars. The hiring salary will be $42,200 to $48,200.

If you’re ready to put your organizational talents and financial expertise to work for a meaningful mission, we’d love to hear from you!

About the Role

In this dual-focus position, finance and administrative support are at the heart of everything you do. The finance responsibilities take the lead, ensuring our funds are managed responsibly, while your administrative support keeps our department running seamlessly.

Finance Responsibilities

The financial responsibilities associated with this role encompass various tasks, including managing all accounts payable functions, serving as the Arboretum's principal purchasing agent, performing budget officer duties, overseeing travel arrangements/reimbursement, and managing the state petty cash fund and Society accounting. The responsibilities of this position require a considerable knowledge of the work unit, the Arboretum, and purchasing laws and regulations as they pertain to the state and the university system. Within its level of authority, this position completes assigned responsibilities with a great deal of independence.

This position will be the point of contact for all vendor relations and will regularly audit vendor profiles within purchasing systems and update registrations when needed. This role will also be required to initiate and ensure that the remittance address and other information are accurate.

Accounts payable and purchasing are the primary functions of this position. The Business Services Coordinator serves as the principal purchasing agent for the Arboretum staff, requiring this position to spend a great deal of time in close communication with the staff. Additionally, this position assists the Chief Financial Officer in coordinating larger purchases and contracts requiring informal and formal bid procedures. This position serves as the information center for purchasing or accounts payable needs. This position must understand and be able to communicate all state and institutional policies.

The Business Services Coordinator is responsible for establishing all new vendor accounts. To initiate the set-up of a new vendor, the coordinator must complete a credit application and communicate state policy and procedures to the new vendor. An in-depth knowledge of state purchasing guidelines is required to interpret this policy to vendors outside the state system effectively. This position is also expected to maintain the Arboretum accounts filing system by keeping copies of each purchase order and check request. The files are organized alphabetically by vendor and span five years. Additionally, any purchase orders over five years old will be archived by this position.

Another primary function of this position is maintaining the travel process. This position is responsible for making advance travel arrangements as requested by staff members. For all travel, this position must complete a pre-travel form for each employee to be submitted for pre-approval by authorized personnel.

Administrative Responsibilities

This position will spend time performing limited clerical functions, including answering telephones and supplying inventory. This position will serve as a back-up to the reception position. The primary clerical function performed regularly is answering the telephone. During the absence of the receptionist, this position is responsible for answering all incoming calls for the main switchboard. Most other phone time is spent answering questions about the Arboretum, requiring an in-depth knowledge of the Arboretum and excellent communication skills.

The Business Services Coordinator will process and distribute all incoming and outgoing mail.

The coordinator is in charge of the supplies inventory. Inventory of the supply cabinets must be taken once every two weeks. Upon completion of the inventory, this position will then order supplies. This position is responsible for determining which supplies can be ordered through state contracts and which items must be ordered through vendors. This position must research vendor costs, whether in bulk or single, to determine the lowest prices on the supplies ordered. Supplies are ordered by phone or by entering a requisition into state purchasing systems. The software used will primarily be Microsoft Office, Word, and Excel.

What We’re Looking For

Competencies, Knowledge, Skills, and Abilities Required in this Position

Knowledge-Technical

• Ability to manage a variety of business and records functions.

• Ability to perform research, data collection, analysis of information, and report writing.

• Ability to interpret policies and procedures to facilitate and ensure the application of sound business practices.

• Ability to develop and edit written documents and information reports that usually span functional areas.

• Ability to provide documentation to explain and support conclusions.

Ability to communicate interpretative information that application of sound business practices.

• Integrating policies and procedures with work units external to the organization may require a thorough knowledge of its accounting and budget procedures.

• Ability to approve expenditures and manage a unit or program budget typically comprised of several funding sources.

• Ability to compile and summarize financial data for budget analysis and forecasting.

• Ability to assess and resolve problems that require research and review of policy and procedures.

• Ability to analyze moderately complex business operations and financial statements.

• Ability to make recommendations for approval.

• Must demonstrate ability to meet firm deadlines and maintain accuracy in work.

• Proficiency in Microsoft Word and Excel.

• The ability to work in a high-paced, sometimes noisy environment and maintain accuracy in work is crucial.

• Ability to multitask

Communication

• A good listener and to be able to respond in a manner that addresses the issue at hand clearly, concisely, and positively when responding to questions and problems.

• Ability to develop strong relationships with departmental personnel, vendors, and other customers/clients.

• Ability to utilize the appropriate method of communication to convey pertinent information.

• Ability to explain and interpret financial information.

• Excellent verbal and written communication skills with a focus on customer service.

Problem-Solving:

• Ability to resolve problems of moderate complexity.

• Ability to select the best solution from several options or where no precedent exists.

• Ability to make suggestions for and implement process improvements in the work unit.

• Ability to interpret oral and/or written guidelines to solve problems.

About the Team

The North Carolina Arboretum is a 434-acre public garden affiliated with the University of North Carolina. It features indoor and outdoor exhibits, educational activities, and plant-centered research and economic development programs. The North Carolina Arboretum Society is a 501 (c)(3) nonprofit corporation that supports the Arboretum’s mission of cultivating connections between people and plants through membership, individual and corporate giving programs, retail operations, sponsored research activities, a fee-based educational program, exhibits, and green events. The Administrative Office performs and oversees various professional, financial, Human Resources, and administrative work.

Minimum Education, Experience, and Skills

Graduation from a high school, including or supplemented by basic courses in bookkeeping or accounting and three years experience in bookkeeping or accounting clerical work in an accounting office or an equivalent combination of education and experience. (Completion of a one- or two-year business course in an accredited community college or business school, including or supplemented by basic courses in bookkeeping or accounting, may be substituted for two and three years of the required experience.)

Required Competencies

Significant knowledge of and ability to use correct grammar, vocabulary, spelling, and office terminology to compose and/or proofread correspondence, reports, and other materials; Considerable ability to apply a variety of work-related formulas or mathematical calculations; General knowledge of the application of established bookkeeping and accounting principles and techniques to standard accounting transactions. General understanding of established governmental and departmental budgeting and bookkeeping practices and procedures. Considerable ability to independently work with people with courtesy and tact in performing public contact duties that may be sensitive; May require ability to supervise and coordinate the work of other staff, student workers, or volunteer staff; considerable ability to review and process information to determine a conclusion, action, or compliance with applicable laws, rules, or regulations; Ability to exercise judgment, discretion, and negotiation skills in problem situations; Ability to learn, interpret, and explain policies, regulations, and programs.