Executive Accounts Specialist - Continental Scientific Drilling Facility - Military Veterans

Executive Accounts Specialist
Continental Scientific Drilling Facility
Job code 1888
80% appointment (32 hours/week)

Position Description:
50% Account review, processing, and reporting (essential)

• Prepare and process financial journal entries and transactions for the unit (daily, mid-year, and year-end).
• Research, analyze and resolve general accounts transaction problems.
• Prepare budgets and reports for approval that meet the needs of the individual PI (primary investigator) or business manager.
• Regularly review and analyze sponsored accounts.
• Verify grant/contract, ESO/ISO compliance (External and Internal Sales).
• Provide assistance for the maintenance and development of process improvements of financial database.
• Prepare forms required for sponsored project submission.
• Prepare financial data for ESO/ISO audits.
• Regularly run financial queries and reports.
• Communicate and coordinate with staff from multiple departments and colleges to meet requirements and deadlines.

25% Purchasing (essential):

• Reconcile and assure proper use of procurement cards for self and other staff members while verifying all procurement card transactions are accurately rebilled to the customer.
• Must maintain eligibility for procurement card in order to remain in this position.
• Prepare expense reimbursements forms for non-employees (e.g. visitors). Obtain necessary information. Submit reimbursements and maintain unit records. Act as a resource for staff and visitors regarding reimbursement policies and procedures.
• Serve as liaison between the unit and College cluster for Accounts Payable & Accounts Receivables.
• Maintain product and vendor information database.
• Order supplies (office, lab, special order, etc.).
• Check-in and register supplies as received.

20% Invoicing (essential):

• Review internal and external sales orders to assure compliance with University policies.
• Work with customers and the Office of Risk Management to develop contracts with external sales customers. Act as a resource for staff and customers regarding external sales policies and procedures.
• Check invoices against price quotes.
• Prepare invoices requests for the College financial cluster.
• Work closely with staff to gather all administrative information required.
• Act as the point of contact for customer questions concerning invoices.
• Work closely with a diverse group of customers to answer any invoicing questions.
• Maintain customer information database.

5% Other duties as assigned

• Develop computer-assisted processes, guidelines, procedures or tools.
• Attend financial meetings and other university functions to keep current on changes and updates related to finances (participate in FSUN membership and attend ISO-ESO training seminars).
• Other financial duties as assigned.
• Assist with workshop/conference planning

Supervision is readily available although the employee will work independently much of the time.

Require Qualifications:

• High school diploma/GED and four years of general accounts transaction experience. Training may be substituted for some of the years of experience.
• Addition to standard required qualifications: Experience with PeopleSoft EFS accounting system (can obtain in a trainee* role once hired).
  • *Trainee: You may be hired for this position, but must pass the required training to gain access to EFS (University's financial system) within three months of hire, or you would no longer be able to hold this position.

Preferred Qualifications:

• Demonstrated/Documented experience working with spreadsheets, FileMaker and Quickbase databases, email clients, web browsers, word processing documents, Google Calendar, Google Docs, and pdf forms.
• Demonstrated/Documented experience working non-sponsored programs and sponsored projects accounting procedures at an academic institution.
• Demonstrated/Documented experience working with Internal and External Sales Organizations (ISO/ESO).
• Demonstrated/Documented experience processing travel reimbursements while following proper travel arrangement and reimbursement procedures.
• Technical and Problem Solving - understands general accounting functions and requirements. Able to reconcile reports and challenge potential issues based on knowledge of University policy. Use systems effectively to reconcile and report.
• Oral and Written Communication - Ability to interpret and explain University financial policies. Respond timely to questions and emails. Proactively inform supervisor of potential financial or other critical issues. Experience with writing clean, concise messages with accurate spelling, punctuation, and grammar.
• Experience with making travel arrangements while following proper travel procedures and protocols.
• Experience with sponsored research accounting.
• Demonstrated/Documented Professionalism and Time Management - Uses time wisely to accomplish work duties. Displays good organization and prioritization skills.
• Demonstrated ability to work with a team of colleagues who represent a diverse work and conflict resolution styles.
• Recognize a diversity of problem-solving skills and how they can lead to better solutions.