Financial Administrative Specialist

Key Responsibilities Foundation Warrant Processing Reviews, manages, and processes Foundation warrant requests from initiation through final approval. Serves as liaison between University departments and the UL Lafayette Foundation to ensure accurate and timely processing. Verifies completeness, proper documentation, and compliance with University and Foundation policies. Coordinates required approvals, tracks status of submissions, and follows up on outstanding items. Assists departments with preparation and submission requirements, providing guidance on appropriate use, supporting documentation, and timelines. Ensures warrants are processed accurately and within established deadlines; maintains organized records for audit and reconciliation purposes. Maintains organized records of all warrant activity for audit, reconciliation, and reporting purposes Assists with tracking and monitoring of departmental financial transactions related to Foundation activity. Supports reconciliation efforts and ensures proper documentation is maintained for internal and external review. Assists with reporting and financial data organization as needed. Cash Handling Deposits Prepares and processes departmental deposits in accordance with University cash handling policies and procedures. Ensures accuracy, proper documentation, and timely delivery of deposits to the appropriate cashiering function. Maintains deposit logs and supporting documentation for reconciliation and audit purposes. Coordinates with departmental staff and central offices to resolve discrepancies or questions related to deposits. Inventory Management Maintains an annual inventory of all departmental assets, including equipment, furniture, and technology.. Conducts periodic reviews and reconciliations to ensure accuracy and accountability. Coordinates tagging, tracking, and disposal of assets in accordance with University policies. Prepares inventory reports and supports Property Management requests. Safety Coordination May serve as the building’s first floor Safety Coordinator, coordinating safety training, drills, and communications for staff. Acts as liaison with Environmental Health Safety Office and reports safety concerns or incidents. Maintains safety documentation, emergency plans, and required postings. Additional Duties Maintains office supplies, equipment, and subscription renewals. Processes and monitors fraternity/sorority lease contracts and agreements. Assists with depositing and reporting requirements and ensures proper record retention. Promotes adherence to University policies, procedures, and internal controls Performs other duties and special projects as assigned by the Office of Administration Finance, including support for departmental initiatives, process improvements, reporting needs, and cross-functional coordination.