Staff Accountant, Finance, Duke Alumni Engagement and Development (AED)

Staff Accountant, Duke Alumni Engagement and Development (AED)

 

Occupational Summary

 

This position is fully engaged in the review and approval process for Alumni Engagement & Development (AED) and is primarily responsible for reviewing Shopping Carts, Online Check Requests, Concur Expense Reports, JVs, and Reconciliation for ~15+ cost centers and 180+ cardholders while ensuring compliance with Duke University Financial Services, to maintain the complexity and integrity of the data, and to supervise (dotted line) the day-to-day transactional activity of the Staff Assistants as it pertains to Finance. This position reports to the Business Manager, Finance.

 

Work Performed

 

Concur Department Approval

· Use the Untimely/Outstanding Reports to monitor, review and approve by verifying the accuracy of General Ledger (GL) Code, Cost Center, and Allowable/Allocable nature of each Concur Expense Report for ~ 24 + cardholders (volume for travel and non-travel expense reports for AED employees may vary between 50 to 200 expense packets generated monthly and over 1,200 + individual receipts).

· Serve as the Concur gatekeeper for AED to control, monitor and maintain the integrity of the data on the front end (before it is posted to general ledger) to ensure compliance with university procedures, policies, and a clean ledger for AED.

· Review and verify each cost center for accuracy for appropriate documentation before continuing the Concur workflow.

· Process Corporate Card application, disseminate corporate cards to cardholders, and hold monthly orientation trainings per Duke guidelines.

· Interact with the Duke Concur Team to update Expense Delegates.

· Work in conjunction with HR/Finance Customer Services Manager to interact with Employee Travel & Reimbursement (ER&R) to resolve all issues as it pertains to the Concur Expense Reports.

 

Buy@Duke Shopping Carts

· Review and verify the accuracy of GL Code, Cost Center, and Allowable/Allocable nature of each buy@duke shopping cart (volume for Shopping Carts may be 25 to 75 + items per month).

· Serve as a resource to AED HR/Finance Customer Services Representatives.

· Review and verify the vendor information (Physical address, remittance address, business name, etc.) is accurate for each shopping cart and each invoice matches SAP R/3 database.

· Where applicable, review and verify the Independent Contractor Checklist (ICC) and (Outside Services Agreement OSA) are signed /dated by the vendor. This also includes all financial documentation required per the guidelines as outlined in the Duke purchasing GAAPs.

· Monitor shopping that exceeds $50K or greater for approved documentation.

· Work in conjunction with HR/Finance Customer Services Manager to interact with Procurement to resolve all issues as it pertains to the buy@duke shopping cart.

· Serve as the buy@duke gatekeeper for AED to control, monitor and maintain the integrity of the data on the front end (before it is posted to general ledger) to ensure compliance with university procedures, policies and a clean ledger for AED.

· Process quantity blocks for purchase orders that cannot be paid due to invoice issues.

 

Online Check Requests

 

· Review and verify the accuracy of GL Code, Cost Center, and Allowable/Allocable nature of each Online Check Requests (volume for Online Check Requests may be 25 to 75 + items per month).

· Review and verify the vendor information (Physical address, remittance address, business name, etc.) is accurate for each invoice and matches SAP R/3 database.

· Make sure there are available funds on the budget for the Online Check Requests

· Where applicable, review and verify the Independent Contractor Checklist (ICC) and (Outside Services Agreement OSA) are signed /dated by the vendor. This also includes all financial documentation required per the guidelines as outlined in the Duke purchasing GAAPs.

· Monitor Online Check Request that exceeds $50K or greater for approved documentation.

· Work in conjunction with HR/Finance Customer Services Manager to interact with (A/P) Accounts Payable to resolve all issues as it pertains to the Online Check Requests.

· Serve as the Online Check Requests gatekeeper for AED to control, monitor and maintain the integrity of the data on the front end (before it is posted to general ledger) to ensure compliance with university procedures, policies, and a clean ledger for AED.