Office Assistant for Finance  

Summary:

Performs various duties and responsibilities pertaining to the finance functions of the OVPFT.

Main Duties and Responsibilities

• Coordination and Documentation
  • Maintains a log and monitors all the incoming Purchase Requisitions (PR’s) Order for a Check (OC’s) and Budget Realignments(PR’s) to ensure that these items are attended to on time and the requesting units are informed of status
  • Receives and records the check vouchers, Order for check, returned checks and other correspondences, before transmitting back to Central Accounting Office.
  • Prepares the necessary documents needed for SGV annual audit purposes such as confirmation requests for all accounts maintained at different banks once a year
  • Takes charge of opening and closing of accounts and provides the banks with the necessary documentations
  • Processes request for Certificate of Donations and communicates with the BIR any concerns on donations.
  • Reviews and checks progress billing for major CAPEX projects for signature of the Assistant to the VPFT and for final approval of the VP for Finance and Treasurer.
  • For Ateneo’s Nangka Faculty Housing, computes the miscellaneous fees incurred per homeowner and prepares the summary of refund for each homeowner and requests for an order for a check for said refund.
  • Prepares and reviews the Statement of Account for the Real Property Tax payment of Nangka Faculty Housing and Antipolo property [Maia Alta]
  • Prepares the order for check for the newly approved revolving funds [various departments] for submission to CAO;
  • Assists in Balesin reservations and prepares report for the balances.
• Records Management
  • Attends to pre-construction documentation requirements for major constructions of the University
  • Handles construction related documents, i.e. permits, contracts, plans turn-over documents; and coordinates with the homeowners of Ateneo’s Faculty Housing project for additional records needed
• University Business Affairs Office
  • University Trademarks
    • Communicates with the retained law firms for the applications of trademarks
    • Prepares OC for payments of the retainers and other legal fees
    • Keeps record of documents and disbursements
  • Basic Ed’s School and PE uniforms
    • Communicates with the various stakeholders i.e. the cooperative stores, school offices, and suppliers – for the purchase orders, deliveries, inventories, etc.
    • Prepares the purchase requisitions
    • Prepares OCs for the cooperative stores, and ensures correct charge accounts for the transactions
  • Licensing Agreements
    • Prepares the trademark licensing agreements
    • Monitors and accepts the payment for licensing and royalty fees
    • Keeps file and record of all the agreements and disbursements
    • LED Billboard and Sponsorship Agreements
    • Prepares the contract / agreement and monitors compliance of the deliverables
    • Send billing statements and monitors payments
    • Keeps file and record of the agreements, payments, and other documents
• Cafeteria Concessionaires
  • Attends cafeteria committee meetings
  • Prepares the contracts, sends the billing statements, and monitors collection of collection fees and utilities
  • Communicates directly with the cafeteria owners and provides necessary assistance
  • Prepares summary report of concession income and scholarship grants for the different school units
  • Keeps file and record of the agreements, statements of account, and other related documents
• Office Support
  • Prepares the attendance and leave reports of the OVPFT personnel and Cashiers for submission to OHRMOD
  • Reviews and processes order for check for office phone and mobile phone billing statements
  • Reports / coordinates ATM-related inquiries and concerns for the Loyola and Rockwell campuses
  • Performs housekeeping and other tasks that may be assigned from time to time.

• College graduate of Management of Accounting
• At least 2 years of work experience in banking or finance
• Proficient in MS Office
• Teamplayer
• Has the ability to handle multitask jobs
• Knowledge in Records Management and Timekeeping
• Trustworthy in handling confidential information, records and files and other matter internal to the office
• Knows when and how to be discreet
• Ability to establish effective working relationship with different units and to exercise tact and courtesy to internal and external partners of the University