Sr. Accounting Assistant at University of Miami in Coral Gables, Florida

Job Description:

Current Employees:

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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


• Determines proper payment method: purchase order, PZY (authorized University vendor), wire transfer, purchasing card, deposit account


• 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 QUALIFICATIONS (Education, Experience, Skills, Training)

• High school diploma; Associate's degree preferred


• 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.
Job Status:Full time
Employee Type:Staff
Pay Grade:A4 Apply Now