Facilities Budget Accounts Assistant | Central Facilities Management Office

• 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.

• 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.

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

• 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.

• 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.

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