Senior Accounting/Financial Assistant

Job Description Summary:

Performs a variety of routine accounting and financial functions in accordance with standard procedures. Reviews receipts and expenditures to ensure conformance to budget and/or other compliance requirements. Contacts departments and/or outside agencies to resolve problems. Inputs data and maintains databases. Reconciles monthly financial reports. Compiles regular and special statistical reports for internal and external customers. Maintains files and records.

Under general supervision, performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision-making can be made within pre-determined approaches. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. May lead and provide functional guidance to lower level support and temporary employees.

Job Description:

ESSENTIAL JOB DUTIES:

1.    Audits and reviews invoices, travel expense reports, and expenses, verifying cost-centers, signatures, computations, and receipts.  Researches discrepancies and resolves problems.   Responds to inquiries and assists customers with questions.  Contacts customers regarding outstanding paperwork or documentation. Posts information to ledgers and processes payments.  Prepares cost transfers.  Initiates transfer of funds for executed contracts and amendments. 

2.    Receives and processes cash, credit, and check transaction payments, reconciles receipts, and prepares refunds as necessary.  Posts information and compiles segments of monthly closings.  Researches issues, answers inquiries, and resolves problems. 

3.    Runs reports from the PeopleSoft financial system and inputs/imports the data into Excel financial projections. Reconciles expenses from e-files into the projection template and inputs Labor Distribution Report data. Monitors project activity balances.  Prepares routine reports to assist in processing paperwork and reviewing information.  Produces exception reports by running statistical reports and comparing unit records to PeopleSoft records.  Prepares required federal, sponsor, and private sector financial reports.  Prepares ad hoc reports and checks report data to ensure there aren't problems or errors, checking for anomalies. Compiles financial data for managers.  Coordinates the dissemination of information through queries and reports.

4.    Initiates and tracks purchase orders for contracts, and goods and services.  Reviews, tracks, and audits contract packages.  Assists in the negotiation of purchase terms and discounts.  Monitors vendor payments. Verifies and reviews calculations and method of payments, ensuring consistency with the type and funding of contracts.  Monitors potential contract problems, spending limits, deliverables and reporting requirements. Prepares and tracks written requests to vendors who are delinquent in their responsibilities.  Inform supervisor of contract problems. 

5.    Tracks licenses and maintenance agreements.  Takes appropriate action pending maintenance, expiration, upgrade, and renewals.

6.    Maintains unit financial system and related databases and records.  Enters and files new awards and budgets in the financial system.  Enters relevant data into the necessary subsystem(s) so expenses are correctly processed in the financial system.  

7.    Assists in the review and development of budgets and projections.  Assist in year-end process, compiling reports and providing support to other financial staff.   Provides research assistance to supervisor, compiling information on contract history, payments, and expenditures. 

8.    Assists with the implementation of new systems and procedures. 

9.    Serves as a resource to staff concerning routine financial matters.  Assists in training new staff on financial and accounting rules.  May provide work direction to accounting/financial assistants. 

10. May track and maintain inventory.  May serve as unit time and attendance coordinator and/or telephone unit coordinator.  May serve as back up to staff providing unit-specific services (e.g., relocation and payroll services).

NONESSENTIAL JOB DUTIES

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