Accounting Specialist- Social Work Research and Public Service- UTK

The position is a key member of the SWORPS business office responsible for accounting and compliance services including but not limited to processing travel, deposits, department procurement card, procurement card reconciliations, contracts, purchase orders, prior entertainment approvals, internal transfers, vendor setups, AP/AR invoices and petty cash reimbursements. Works to resolve an array of complex, sensitive financial and compliance issues in a short time frame. This position is expected to guide department wide staff on best practices, policies and procedures by acting as a filter in all financial processing. This position will have multiple tasks simultaneously with the expectation each one will be prioritized and driven from start to finish by the deadline. This position will serve as a critical piece of the business office infrastructure to keep projects moving, to support the SWORPS Director of Budget, Finance, and Operations and a foundation to build from for the high growth of the department including multi million dollar contracts.

Accounting

• Processes all accounting transactions accurately and timely.
• Processes all miscellaneous reimbursements and accounts payable invoices.
• Processes all cash deposits.
• Responsible for all new vendor creation 
• Reconcile petty cash accounts.
• Oversees all exception requests.
• Order supplies
• P-card purchases
• Process transfer vouchers
• Oversees gift card process (requests, ordering, tracking, and monitoring)
• Create and amend requisitions.
• Manages the SWORPS Chart of Accounts as new projects roll on and old ones come off 
• Reconciles and evaluates the accuracy of the departmental monthly account ledgers, ensuring appropriate amounts, documentation and expenditure classifications are properly recorded.
• Validates that all supporting documentation is available within electronic ledger template for department E accounts, research accounts and gift accounts. 
• Ensures complete list of active funds are reconciled and submitted for approval. 
• Monitors electronic workflow to ensure timely completion of approvals is obtained.
• Maintain financial documents according to business office procedures
• Document procedures with flow charts, checklists, how-to guides, procedures etc. for cross training to ensure continuity

Travel

• Serve as primary travel contact for staff in this unit.
• Disseminate travel policy or procedure updates to all staff ensuring that travel reimbursements are met in a timely manner.
• Train new staff on travel policies, procedures and software

Contract Management

• Creates contracts and non-compete justifications for purchases as requested by PIs. Compares requests to approved budgets for grants and contracts and recommends appropriate action to PI's for compliance. 
• Requests vendor numbers and completes application setup requirements including completion and review of the worker's classification questionnaire. 
• Ensures all information, terms and conditions and pricing are included and properly approved prior to submission to the Treasurer's Office, including related contract amendments.
• Provides related guidance to associates performing purchasing tasks.

Policy Guidance/Communication

• Provides information and guidance to staff regarding travel processes, updates to travel policy, and regulations that pertain to this unit.
• Attend unit meetings and training to stay informed of changing policies and procedures. Communicate policy and procedural changes to staff in this unit.
• Communicate with the College of Social Work (CSW) and many outside departments regarding accounting transactions to ensure accuracy and timeliness.

Required Qualifications

• Education:  Associates Degree or equivalent combination of training and experience
• Experience:  2 years of progressively responsible accounting and administrative experience
• Knowledge, Skills, Abilities:  
  • Knowledge of basic accounting principles.
  • Excellent communication, customer service and organizational skills.
  • Ability to multi-task and work independently
  • Ability to work with