Assets and Contracts Analyst

Position Summary

The Asset and Contracts Analyst is responsible for contracts management and the fixed assets of the college. Under general supervision of the Controller, the Asset and Contract Analyst provides assistance with financial planning, budget control, contracts management, policy coordination, procedures administration, inventory coordination, and risk management. Act as the liaison for the business office for matters related to contracts and asset management in addition to performing a variety of accounting functions as needed. Performs all functions and activities within the guidelines and philosophy set forth in the BMCC Mission, Vision and Strategic Plan.

Essential Functions

Assists the Controller with the development, analysis, review, and implementation of all college contracts with private companies, government agencies, and other outside organizations, including but not limited to personal services contracts, interagency agreements, lease agreements, and license agreements; assists with amendments to current contracts; reviews invoices for payment; reviews disputes and protests; closes out and archives contracts; maintains official contracts files (hard copy, electronic, and associated databases)

Provides analysis and coordination of contracts, fixed assets, and inventory.

Assists with general contracted services for the college, including but not limited to vending machines, document destruction, vehicle insurance, and cell phones.

Monitors and creates reports to provide to the Controller in reference to accounts payable, account receivables, payroll outstanding checks, and remits amounts outstanding to the State Unclaimed Properties Division or to the current payroll provider.

Assists with review of general operations budget expenditures and purchase requisitions; tracks, analyzes, and reports budget expenditures for monthly review by the Controller and senior staff; assists the Controller to ensure compliance with the adopted annual college budget.

Assists with property and equipment risk management issues for the college, including review of any risk management issues, collaborates with the college insurance agent for proper actions and follow-up and perform an annual review of college liability pursuant to the renewal of insurance policy for property, casualty, and vehicles. Coordinates insurance claims and follow-up.

Assists with the disposition of excess property in accordance with state requirements and college policies and procedures, including but not limited to planning, scheduling, organizing, and controlling property disposition; develops and maintains the processes and procedures by which property is dispositioned.

Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty and staff of varying social, economic, cultural, ideological and ethnic backgrounds.

General Functions

Prepares schedules for the Annual Audit including, but not limited to, Capital Fixed Asset schedules, Lease schedules, and Subscription Based Information Technology Agreement (SBITA) schedules.

Assists the Controller to review major college procurements; reviews the preparation, issue, and evaluation of Invitations to Bid and Requests for Proposal, including the placement of legal notices, the management of inquiries, the provision of documentation, the assurance of chain of custody, and reviews the scheduling and preparation of opening and evaluation of bids and proposals

Assists with the preparation of the annual budget for the college.

Assists the Controller with the development, review, and approval of processes and procedures for college assets. Coordinates an annual review of college procedures for which the Business Office is responsible; coordinates necessary process or procedure revisions pursuant to the annual review.

Collaborates with the Business Office staff to record new property and equipment purchases for the college; tracks equipment purchases for the College; and controls and distributes BMCC Property Tags in accordance with state and college procedures.

Functions as recorder to governance committees as assigned; prepares, assembles and distributes agenda materials; attends meetings, takes notes, transcribes minutes for review and distribution. Attends governance committees’ meetings and follows up on actions assigned or taken; may represent the college in meetings as assigned

Maintains project schedules of work assigned to departments. Monitors and tracks progress of assigned projects; follows up to obtain status report; prepares summaries of project status for review by the Controller.

Coordinates with the maintenance department for furniture acquisition or disposal, and equipment purchases.

Investigate customer service complaints about the quality or timeliness of business office and auxiliary services—and recommend appropriate solutions to the Controller.

Performs special studies and analyses as assigned; gathers and evaluates data; contacts other organizations if necessary to obtain information; analyzes statistical, operational or other information and prepares reports and recommendations based thereon; conducts various internal and external surveys.

Participate in the annual move of office documents and maintain all records/files in accordance with current retention regulations.

Performs other duties, as assigned.

Other Aspects of this Position

Must be available to work extra hours during busy times such as month-end, year-end, budget and audit(s), which may include evenings and/or weekends when necessary.

Travel to other BMCC sites or for professional development may be required, valid driver license required.

Physical requirements

Ability to sit or stand in one position for prolonged periods of time.

Ability to lift up to 20 lbs