For a full announcement, requirements, and employment application instructions, please click here: Assistant Controller

DUTIES AND RESPONSIBILITIES:
1. Ensure timely processing of all purchase requisitions including encumbering purchase orders
(as applicable) on BANNER system. Generate purchase orders and personal services contracts.
Assist staff in determining appropriate use of purchasing documents pursuant to applicable
rules and regulations.
2. Complete required reporting to Division of State Purchasing on quarterly basis. Update
college purchasing procedures (including P-Cards) as necessary and communicate changes to
college staff.
3. Position is the delegated purchasing signature authority for the college. Ensure all purchases
follow state rules, procedures and laws set forth by the State Legislature, Division of State
Purchasing, CCCS and Otero including the use of State Price Agreements. Ensure proper
bidding procedures are followed including the use of the state VSS (bid) system.
4. Serve as P-Card administrator for the college including conducting staff training, resolving
problems with the credit card company, and answering staff questions. Audits P-Cards
monthly. Reconciles P-Card transactions. Research policies, attends annual forums to remain
updated on changes, determines when P-card rules have been violated and sends appropriate
warning and/or revocation notices to staff and supervisor. Responsible for renewal and reissue
of credit cards for all staff prior to expiration.
5. Generate contracts, Leases, Affiliation Agreements, and other legal documents for the college
in consultation with the Vice President of Business and Administrative Services. Work with
faculty and clinical sites to determine appropriate Agreement to draft prior to submitting to
Vice President for approval. Ensure contract logs are updated regularly. Work with CCCS
and State Real Estate Program for approval of leases and lease renewals. Works with servicearea K-12 school districts for completion of Concurrent Enrollment, ASCENT, and other types
of contracts.
6. Manage physical inventory at all college locations. Responsible for maintaining college
inventory control system and add/delete items according to State Fiscal Rules, CCCS policies
and Otero guidelines. Generates inventory tags and ensures they are affixed properly.
Conducts annual physical inventory. Maintain inventory software and spreadsheets.
Responsible for complete Fixed Asset additions/deletions in Banner System as well as TME.
Update inventory processes and procedures as necessary. Works with Vice President on
Annual Buildings & Contents reports.
7. Generate Capital Construction and Controlled Maintenance paperwork, encumbrances,
purchase orders and pay requests on CORE (State System). Assist in preparing yearly college
Controlled Maintenance and Capital Project requests.
8. Responsible to act as the liaison between Otero and the online bookstore contractor to include
coordinating with Academic Affairs and Faculty for course schedules and required course
materials for each semester.
9. Responsible for creating all new vendors in banner.
10. Assists the Controller to ensure grants and contracts are properly accounted for and reported as
required. Work with grant coordinators to ensure proper grant activities, accounting, and
reporting.
11. Provides assistance to individuals or departments regarding general account and budget
questions, or other business processes. Conducts training for college personnel on the use of
the institutional accounting systems.
12. Assists the Controller in special projects, and in developing and implementing new policies
and procedures.
13. Serves as Backup to the Controller, Cashier, Accounts Payable and Payroll.
14. Other duties as assigned.