If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet.
The Senior Accounting Assistant plays a critical role in the fiscal aspect of the Libraries' collection budget. This individual is responsible for the day-to-day routine activities of the department. These include invoice payment, financial tracking and account reconciliations. The individual is also responsible for reconciliation of purchasing cards, wire transfers and vendor deposit accounts. Responsibilities also include requesting and processing vendor application forms to have them included in the University authorized vendor network. Additionally, the position calls for reconciliation of vendor statements. This individual maintains a register of invoices to be reconciled with the Libraries' financial system, reconciles with the University financial system, and prepares journal entries to transfer funds between accounts.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Payment Processing (45%)
Sorts and classify invoices by type
Verifies invoice information: fund code, proper account to be charged, authorization for payment, and materials receipt
Assigns authorized vendor number, and coordinates vendor approval as necessary through completion of the required vendor application and IRS W-9/W-8 tax forms
Prepares required paperwork for selected payment processing method, and submits to Workday for processing
Completes invoice payment information in Library financial system
Adheres to University and unit-level policies and procedures and safeguards University assets.
Reporting and Reconciliation of Accounts (45%)
Updates purchasing card transactions monthly in Workday, and completes compliance report for each cardholder monthly
Monitors deposit account balances for all deposit accounts, and complete a monthly transfer of EBSCO expenditures as needed to reflect correct subaccounts
Completes monthly reconciliation of Library financial system and Workday
Prepares journal entries as required to make transaction corrections
Prepares final reconciliation at the end of the fiscal year
Communications, Relationships and Services (10%)
Acts as business contact with Accounts Payable, Purchasing and external vendors
Maintains helpful and supportive customer service with all library customers.
Assists Continuing Resources Acquisitions & Accounting Sr. Manager with projects and statistical reports
Other duties as assigned
WORKING RELATIONSHIPS
Supervision Received
This position reports to the Continuing Resources Acquisitions & Accounting Sr. Manager
Supervision Given
This individual may supervise student assistants and provide training to support staff
Level of Contacts
This individual works closely with the Continuing Resources Acquisitions & Accounting Sr. Manager, Monograph Acquisitions & Processing Librarian, the Acquisitions Coordinator, and Director of Technical Services to resolve issues relating to fiscal management
This individual works with all levels of library faculty, staff and student employees. In all contacts, the incumbent is expected to be professional and courteous.
Minimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be considered
Knowledge of generally accepted accounting procedures and principles
Experience in a library acquisitions operation, or a minimum of one year experience in bookkeeping/accounting
Analytic and critical thinking skills
Aptitude for accuracy and detail
Ability to work cooperatively and productively with others
Ability to work independently in a team environment
Good oral and written English language communication skills
Excellent organizational skills
Proficiency in Word Office Suite products
Experience with Adobe Acrobat
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.