Facilities Budget Accounts Assistant

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Central Facilities Management Office (CFMO) Section Head for Facilities Budget and Purchasing, the Facilities Budget Account Staff monitors budget disbursement, assists in the preparation of the yearly office budget proposal, and provides budget and finance-related assistance to the other Section Heads, Group Heads and the CFMO Director.

I. Section Management Support

• Assists Central Facilities Management Office Section Heads in managing budgets and disbursements in coordination with the Facilities Budget and Purchasing Section Head.
• Ensures section services meet set standards and are delivered promptly.
• Recommends policies and strategies to enhance customer service and operational processes.
• Coordinates with school units on budget-related concerns.
• Assists in the preparation of documents for accreditation and assessments
• Maintains online records of overtime, agency cleaners, projects, and furniture/equipment requests.
• Drafts and transcribes letters, announcements, reports, and meeting minutes as assigned.

II. Budget Disbursement and Monitoring Support

• Supports CFMO Section Heads in preparing and tracking budgets and fund disbursements.
• Prepares and processes Electronic Request for Payment System, Electronic Purchase Requisitions, and funding requests for various accounts, including:
• Major/Minor Improvements
• Capitalized & Non-Capitalized Furniture and Equipment
• Meetings, Events, Representation
• Retreat, Laundry, IT & Software Expenses
• Ensures all required attachments for purchases are complete and submitted to Central Accounting Office and Central Purchasing Office.
• Maintains and updates budget ledgers, providing monthly balance reports.
• Prepares final proposed budgets by unit and section for the Section Head's review.
• Monitors Purchase Orders and submits Receiving Reports to the Facilities Assistant.
• Verifies invoices and billing statements; ensures timely payment and accurate billing.
• Evaluates purchase requests against assigned budgets.
• Maintains organized filing of budget-related documents.
• Oversees petty cash replenishment, disbursement, and liquidation of cash advances.
• Drafts annual budget proposals for capital and non-capital expenses and submits them for review.
• Handles day-to-day frontline and administrative tasks related to assigned budget accounts.
• Coordinates with suppliers and contractors for invoices, completion certificates, and other concerns.
• Participates in bidding processes and provides budget-related feedback to the Section Head.
• Ensures timely submission of invoices and documents to Central Accounting Office and Central Purchasing Office.

III. Other Duties

• Performs other work-related tasks as assigned by the Section Head for Facilities Budget and Purchasing.

Knowledge, Skills, and Abilities

• Budget Management: Skilled in preparing, monitoring, and executing budgets.
• Tech-Savvy: Proficient in using IT systems and online platforms for administrative work.
• Communication: Able to interact professionally with diverse stakeholders through various media.
• Time Management: Efficient in prioritizing tasks and managing workload.
• Customer Service: Responsive to client needs with urgency and professionalism.
• Records Management: Organized in handling and safeguarding documents throughout their lifecycle.
• Attention to Detail: Ensures accuracy and completeness in all work outputs.

Education and Experience

• Bachelor's degree in Business Administration, Financial Management, Accountancy, or related fields.
• At least one (1) year of relevant experience, preferably in customer service and budget management

Job Type: Full-time

Work Location: In person