Description
POSITION OBJECTIVE
Working under general direction, perform complex and varied booking and accounting duties as they relate to financial records. The Accounting Clerk 3 plays a critical role in supporting the department's financial and procurement operations by ensuring accurate processing of purchase orders, reimbursements, contracts, and vendor transactions. The position is responsible for maintaining compliance with university and grant policies, reconciling accounts, preparing financial reports, and providing guidance to faculty, staff, and students on procurement procedures. By safeguarding accuracy, compliance, and timeliness, the role directly supports the department's administrative efficiency. This position ensures that financial processes run smoothly, enabling faculty and researchers to focus on programmatic and scholarly goals.
ESSENTIAL FUNCTIONS
Perform complex and varied bookkeeping and accounting duties as they relate to the preparation of reports, statements, invoices or other financial records. Review and process all departmental SmartCART and non-SmartCART (special requests) purchase orders in a timely and accurate manner. Ensure requests meet university and departmental policies, contain complete supporting documentation, and have required approvals prior to processing. Coordinate with vendors, central procurement, and requestors to confirm order details, pricing, and delivery timelines. Monitor open orders and follow up on back orders or discrepancies until resolved. Verify justification, compliance with applicable policies and grant restrictions, and obtain special approvals when required. Maintain detailed records for auditing and reporting purposes. (35%)
Perform daily posting to general ledger, monthly financial statements, expenditure reports, miscellaneous billing and reconciliation of accounts. Process department independent contracts and invoices. Establish POs for funded project external subawards. Review, process, and track reimbursement requests for faculty, staff, and students, ensuring all submissions comply with university travel policies, departmental procedures, funding restrictions, and grant requirements. Carefully examine each request to verify the accuracy of receipts, mileage claims, per diem calculations, currency conversions, and expense justifications. Confirm that expenses align with the approved purpose of travel and are within allowable limits for the funding source. Communicate directly with travelers to resolve discrepancies, obtain missing documentation, or clarify expense details. Provide clear, step-by-step guidance on reimbursement requirements and deadlines to prevent delays and ensure compliance. Liaise with Accounts Payable to ensure timely payment processing and troubleshoot payment issues. Maintain organized records of all travel reimbursements for auditing and reporting purposes. (20%)
Prepare invoices and follows up on collection of various accounts. Verify accuracy of information on accounting forms; identify errors and make necessary corrections. Responsible for placing all orders using the Pcard. Reconcile any erroneous tax charges and obtain credit. Assist with the preparation of various financial/fiscal reports. Maintain frequent communication with vendors regarding order updates, backorders, and tax exemptions, as well as providing supporting details for financial and fiscal reports. (15%)
Verify expenses and income; audit expense statements and general ledger. Prepare and distribute financial reports and expense statements. Serve as a liaison with the Purchasing Department. Balance and reconcile assigned accounts related to procurement expenditures. Regularly handle confidential information and provide supporting documentation for procurement charges monthly and as needed. (10%)
Organize and maintain filing system for current and closed accounts. Maintain organized records of purchase orders, travel reimbursements, and procurement transactions in compliance with university records retention policies. Ensure proper documentation is available for auditing and reporting purposes. (5%)
Update and/or develop clerical procedures. Develop and maintain procurement-specific SOPs to improve efficiency and consistency. Assist in the development of new procedures for end users to effectively make purchases. Recommend and implement process improvements to streamline purchasing while ensuring adherence to university purchasing guidelines, grant requirements, and departmental policies. (5%)
NONESSENTIAL FUNCTIONS
Answer telephone and as appropriate field questions relative to assigned duties. Respond to procurement-related inquiries via phone and email in alignment with departmental service standards. Provide step-by-step guidance on reimbursement requirements, purchasing procedures, and compliance expectations for students, faculty, and staff. (3%)
May assist with daily operation of department. Provide administrative support for departmental operations, assist faculty with programmatic research purchasing needs, and handle other related duties as assigned to ensure smooth day-to-day operations. (2%)
Perform other duties as assigned. (5%)
CONTACTS
Department: Daily contact with departmental administrative staff to discuss work assignments, provide information, and/or resolve complaints. (40%)
University: Regular contact with Procurement, General Accounting, and Budget offices on an as needed basis to to verify status of purchase, payment, or credit. (35%)
External: Occasional contact with vendors to exchange information to make, credit, or return an order. (15%)
Students: Occasional contact with students to follow up/exchange information on orders; exchange information to relay information to vendor, investigator, or supervisor (10%)
SUPERVISORY RESPONSIBILITY
This position has no direct supervision of staff employees. Provide day-to-day direction and supervision to clerical staff. May train students or temporary help.
QUALIFICATIONS
Experience: 2 to 3 years of related experience required.
Education: High school education required.
REQUIRED SKILLS
Knowledge of accounting principles and practices. Ability to use mathematics to solve problems.
Excellent communication skills: Understanding written sentences and paragraphs in work related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Ability to manage one's own time.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face.
Familiarity with online financial system (PeopleSoft Financials) preferred.
WORKING CONDITIONS
General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.
Requirements
QUALIFICATIONS
Experience: 2 to 3 years of related experience required.
Education: High school education required.
