Description
POSITION OBJECTIVE
Working under general direction, perform complex and varied bookkeeping and accounting duties as they relate to the preparation of reports, statements, invoices or other financial records. The accounting clerk is a member of the team responsible for the daily fiscal and administrative operations for Chemical Engineering, Macromolecular Science Engineering and Materials Science and Engineering departments. Serve as the procurement agent for the three departments and affiliated service centers. This position requires regular exercise of discretion.
ESSENTIAL FUNCTIONS
Responsible for all procurement activities. Update or develop clerical procedures. Serve as the primary point of contact regarding procurement activities, including Procurement and Distribution Services department. Provide direction on organizational accounting policies and procedures. (20%)
Monitor/audit research and academic account activity through computerized personnel and accounting systems based on existing financial reports from the university and develop financial reports to aid faculty in monitoring their restricted and unrestricted accounts. Identify errors and make necessary corrections. (10%)
Process all research and non-research supply and equipment orders for faculty and their research staff. Prepare pre-requisition for research and non-research supply orders and assign internal order number in purchase log. Review completed requisition based on PeopleSoft ordering parameters and determine how order is placed. Knowledge and training in the PeopleSoft financials system required to place orders through PeopleSoft. (10%)
Oversee and facilitate the processing of all major equipment orders processed through People Soft for restricted and unrestricted accounts. Responsible for compiling all the necessary supporting documents (i.e., bids, single source justification form, quotes, sale agreements, etc.) and ensuring that order is processed in compliance with the policies and procedures of the Procurement and Distribution Services department. (10%)
Authorize PCard compliant supply purchases directly with vendor. Must stay abreast of PCard purchasing policies and procedures. Place orders with vendor via phone, website, email or fax. Obtain order confirmations from vendors. Expected delivery and order confirmation is shared with the end user requesting supplies (may have to track order and notify the requestor of any problems with order). (10%)
Organize and maintain filing system for current and closed accounts. Ensure that the procurement transaction log with each PCard order is completed. This includes the vendor, date, price, speed type, item and end user, which is recorded for each order. The log is mandatory to transfer Pcard charges from the department and onto the correct speed type. This is done through the Pcard system. Assign speedtypes and approve all appropriate charges. This information must be kept for seven years so accurate filing is mandatory. (10%)
Ensure that back-up paperwork for each order is kept with the procurement log for Pcard audit purposes, and that back up paperwork is filed with the correct speed type that the order is being charged to for audit purposes. Apply constant attention to detail including follow up. Information must be kept for five years after the end date of the account so accurate filing and back-up paperwork maintenance is mandatory. (10%)
Process invoice payment requests. Ensure invoices are accurate and match orders or contracts by checking quantities, prices, and terms. Address any issues or discrepancies that arise. (6%)
Monitor monthly tank rentals against accounts by verifying that the rental charges are accurate. Must keep track of tanks that are returned and make sure they are no longer charged to the account. If an account closes, check with principal investigator to change account. (6%)
NONESSENTIAL FUNCTIONS
May assist with daily operations of the department(s). (4%)
Perform other duties as assigned. (4%)
CONTACTS
Department: Contact with management center as need arises. Contact with other staff in department daily regarding changes in procedures and advising faculty and staff on department and university procedures regarding the purchasing of research materials, travel and reimbursements. Will consult regularly with academic manager, chair, and other staff members to provide a stable and cooperative department.
University: Extensive contact with General Accounting for processing, tracking and follow-up on invoices and payments. Contact with Purchasing for processing, tracking, and follow-up on procurement orders and charges. Contact with Equipment Accounting for processing, tracking, and follow-up on equipment purchases and charges.
External: Extensive contact with outside supply vendors for processing, tracking, and follow-up on procurements orders and vendor payments. Contact with delivery people to ensure orders are delivered to the correct location and to follow-up on lost or missing packages. Personnel from other universities for processing, tracking, and follow-up on subcontract or other payments. Students: Continuous contact with a various students to explain purchasing policies and procedures and to help them place supply orders.
SUPERVISORY RESPONSIBILITY
None
QUALIFICATIONS
Experience: 2 to 3 years of related experience.
Education: High school education required; prefer Associate's degree including accounting.
REQUIRED SKILLS
Must be proactive, have sound judgment and decision-making skills, be well spoken, helpful, and knowledgeable about the department's programs, policies, and people.
Must be familiar with policies and procedures of the university.
Must be a mature, honest, and ethical individual with good moral judgment and discretion.
Must be professional, detail oriented, and highly organized.
Must have excellent communication skills, both verbal and written.
Must be able to interact on a professional basis with students, faculty and staff from different backgrounds. Outstanding interpersonal skills.
Must have word processing, spreadsheet and graphics skills. (Microsoft Office proficiency essential).
Knowledge of People Soft Financials is required.
Must be familiar with office equipment--PC, photocopier, fax, binding machine and scanner.
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.
WORKING CONDITIONS
Fast-paced, multi-task, highly service-oriented environment. Must be able to work harmoniously with various people and keep an office operating smoothly. The employee will perform repetitive motion using computer mouse and keyboard to type.
Requirements
QUALIFICATIONS
Experience: 2 to 3 years of related experience.
Education: High school education required; prefer Associate's degree including accounting.
