Accounting Specialist

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

Occupational Summary

 

Perform a variety of complex accounting tasks involved in maintaining financial records and processing related data; monitor, verify, and reconcile accounts. Assist with all Nicholas School of the Environment (NSOE) accounting functions for the Durham campus and Beaufort Marine Lab business offices and provide financial research and assistance to the Nicholas School’s Assistant Director of the Business and Finance and the Business Manager of the Marine Lab. This is a full-time position with a dual reporting relationship to the Assistant Director, Business and Finance and the Business Manager. This position will be located on the Durham campus and can be a hybrid or entirely onsite.

 

Work Performed

 

Financial Processing (70%):

• Coordinate, process, and follow up on all check requests, purchase orders, corporate card purchases, and reimbursements to faculty, staff, and student groups for the NSOE.
• Serve as departmental resource and liaison for questions (Online Travel and Reimbursement, AP Check Requests, Buy@Duke).
• Work closely with the financial management team to review expenditures, making sure they are allowable and within budgetary guidelines.
• Initiate accounting documents in accordance with standard procedure. Identify and resolve discrepancies, contact appropriate sources of information; and maintain various accounting and budgetary records.
• Plan and execute work priorities in accordance with program goals and deadlines.
• Process accounting transactions through the SAP R/3 system and Duke@Work (purchase requisitions, purchase orders, Accounts Payable check requests, journal voucher transfers, etc.), Procurement Services, Accounts Payable, Bursar, Corporate Card/Concur, BOA/WORKS, etc. to ensure prompt execution.
• Assist with reimbursement processes for faculty, staff, students, and external visitors as necessary using the relevant financial systems.
• Complete expense reports for corporate card transactions and out-of-pocket reimbursements. Ensure timely clearing and that charges are accurately applied to cost centers and fund codes. Charge expenses to GL accounts and cost centers by analyzing invoice/expense reports and ensure appropriate backup documentation is included.
• Assist with travel expenses and miscellaneous reimbursement forms (for students who are not on compensatory payroll or for former employees). Assist with travel advances as needed.
• Responsible for clearing fleet cards in the WORKS / BOA system for NSOE vehicle gas purchases.
• Approval and clearance of all financial transactions. Ensure all are well documented and reviewed for appropriate fund codes, and receipts, payments, reimbursements, and checks are processed in a timely manner.
• Initiate purchases in support of the general business operations of the school, faculty, and staff.
• Provide support for financial reporting and reconciliation as necessary for school funds.
• Work with Visa Services for payments to foreign national vistors.
• Process Wire transfers for International Payment.
• Responsible for receiving checks and making deposits in the University Cashier’s office.
• Prepare and/or compose professional correspondence in accordance with established procedures.
• Maintain a compliant filing system for financial documentation.

 

Financial Reconciliation (20%):

• Monitor and report monthly reconciliation for student group accounts and other accounts identified as needed in the school.
• Maintain good communication with faculty and students regarding fund balances and respond to inquiries as needed.
• Assist financial manager with SAP cleanup.
• Manage financial budgeting and reconciliation for the student groups under the supervision of the program director for the school.

 

Administrative Support (10%):

• Assist with logistics for business meetings, events, and other group meetings as needed.
• Assist with identified accounts (i.e., Verizon bill) for reconciliation (back-up).
• Screen and route mail (back-up).
• Assist with FedEx processing a