Department Contact: Juanita Hannan, 505-646-3784, juamendo@nmsu.edu

Internal or External Search: External - Open to all applicants

Advertising Summary: The College of HEST seeks a Senior Fiscal Assistant position. This is a 12-month full-time position requiring on-campus, in-person presence.

Position Details

Position Title: Fiscal Assistant Senior

College/Division: College of Hlth, Educ & Soc Trans

Department: 320001-COLLEGE OF HLTH, EDUC & SOC TRANS

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: $17.85

Appointment Full-time Equivalency: 1.0

FLSA Status: Non-Exempt

Bargaining Unit Announcement: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Contingent Upon Funding: Not Applicable

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Job Duties and Responsibilities: The Fiscal Assistant Senior provides direct fiscal and administrative support to principal investigators for externally funded projects and other assigned funds. The position is responsible for initiating and processing financial and personnel transactions, maintaining supporting documentation and transaction records, and assisting with routine monitoring of assigned project accounts. The position works closely with principal investigators and other Research Operations staff to facilitate timely and accurate processing of project activities.

Primary Duties and Responsibilities
• Serve as a primary point of contact for assigned principal investigators for routine fiscal and administrative transactions.
• Initiate and process financial transactions for sponsored projects and other assigned funds, including AggieMart purchases, PCard transactions, travel reimbursements, payment forms, journal vouchers, and other fiscal transactions.
• Gather and maintain appropriate supporting documentation and business purpose information for transactions prior to routing for review and approval.
• Initiate personnel and hiring actions for faculty, staff, temporary employees, and students, including postings and other required employment documentation.
• Initiate PAFs, EPAFs, labor redistributions, funding changes, and other personnel-related transactions.
• Maintain transaction logs, supporting records, and other documentation for assigned project accounts.
• Review account activity for assigned principal investigators and assist with account reconciliation in coordination with the Accountant Intermediate.
• Review employee effort allocation information for assigned projects, identify potential discrepancies, and coordinate necessary follow-up for Sponsored Projects Accounting reporting.
• Monitor the status of initiated transactions and follow up on outstanding or returned items.
• Assist with project closeout by processing outstanding transactions and providing documentation needed for the Final Report of Expenditures and other closeout activities.
• Communicate with principal investigators, departmental personnel, and Research Operations team members regarding transaction status, required documentation, and routine administrative requirements.
• Assist other Research Operations team members as needed and perform other related duties as assigned.

Qualifications

Required Education and Experience: 
High School diploma + 3 years of relevant experience or an Associate's Degree + 1 year of relevant experience.

Equivalent Qualifications: 

Preferred Qualifications: 
Microsoft Excel and experience analyzing financial data.

Special Certification/Licensure: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.