Staff Accountant

General Statement of Job

The Staff Accountant is an advanced accounting position within Financial Services. Primary responsibility includes processing and payment of all University invoices along with oversight and maintenance of accounts payable records. Additional duties include monthly billings and journal entry data entry.

Specific Duties and Responsibilities

Essential Duties:

Duties include management of University operating budget payments.

Processing of all accounts payable documents including purchase order invoices, direct pay invoices, check requests, employee expense reimbursements and remittance for weekly check mailings in accordance with university policies and procedure.

Review documents for reasonableness, timeliness of request for payment, accuracy of general ledger account coding, supporting documents, sales tax charges, and proper approvals. Intense scrutiny to provide assurance that duplicate, fraudulent or inaccurate invoices are not submitted for payment.

Review purchase order documents for any invoicing discrepancies. Process receiving document/invoice report reviewing for irregularities, review incomplete document report and resolves outstanding items.

Preparation of weekly check disbursement report and matching of invoices to ensure that the correct vendor and the correct amounts are posted.

Assist campus customers with accounting payment questions. Daily interaction with both internal and external constituents including students, faculty, staff, and vendors. Works closely with the campus community. Ability to establish and maintain strong relationships with vendors, team members and all customers is essential.

Review monthly statements from vendors, reconcile to outstanding vendor invoices, respond to vendor inquiries and assist in providing resolution to discrepancies.

Maintain accounts payable and vendor forms and files, including W-9 vendor forms and filing system for all accounts payable financial documents.

Performs account analysis and review, reconciling accounts payable general ledger accounts to the general ledger monthly. Prepares year-end audit reconciliation work papers, including year-end accrual entries.

Preparation of annual Federal and State 1099s.

Maintains solid knowledge of the university�s software data entry and retrieval system.

Prepares monthly and quarterly billings as needed.

Open and distribute incoming mail.

Scanning, naming and e-filing documents.

File weekly accounts payable invoices/check copies.

Year-end transfer of documents to storage and transition preceding year files to prior year cabinet storage.

Journal entry data entry.

Processing of payroll subsidiary data to the general ledger.

Assists faculty and staff with accounting adjustments, questions and concerns. Make presentations and conduct staff training seminars.

Other duties as assigned

Education, Experience, and Licenses

Bachelor's degree from an accredited four-year college or university preferred.

Two to four years progressive related experience or training preferred; or an equivalent combination of education and experience.

Must have valid Driver's License and ability to meet the university's insurance requirements for driving university vehicles.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong expertise in Microsoft Excel; advanced level skills in Word and the ability to use computers proficiently.

• Ability to maintain strict confidentiality.

• Requires credit check due to financial responsibilities.

• Strong communication skills.

• Ability to read and comprehend simple instructions, short correspondence, and memos.

• Ability to write correspondence.

• Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

• Ability to anticipate potential problems and seek proactive solutions, collect data, establish facts and draw valid conclusions.

• Ability to present facts to faculty, staff and management for departmental response.

• Ability to deal with a variety of information presented in oral or written formats.

• Ability to deal with non-verbal behavior in assisting with problem resolution.

• Must be able to communicate effectively in both oral and written form. Be friendly and courteous.

• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.

• Ability to respond to common inquiries or complaints from employees, students, regulatory agencies, or members of the business community in a polite and professional manner.

• Ability to interpret policies and procedures manuals.

• Ability to effectively present information to top management, public groups, and/or boards of governors.

• Ability to effectively communicate orally and in writing to individuals and groups.

• Ability to define problems, collect data, establish facts, and draw valid conclusions.

• Requires the ability to manage or administer grant funds.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.