Location

Scheduled Hours

Position Summary

Job Description

Primary Duties & Responsibilities:

Financial Operations

• Serve as the Accounting Department Representative for operational and support departments at Olin Business School (OBS). This position is the department’s initial point of contact for assistance with business services. 

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• Act as purchasing agent for OBS.  This requires understanding departmental needs, budget restrictions, and policies and procedures.  Work with department, University purchasing staff and vendors to evaluate needs, seek suitable products and services, and negotiate reasonable prices. Assist department staff and Associate Director of Accounting with creating request for proposals (RFP).
• Serves as a resource for Washington University policies including travel, purchasing, and entertainment policies.
• Responsible for complete processing of financial transactions through Workday. This includes expense reports, travel documents (domestic and international), purchase orders through Marketplace and Workday, supplier invoices, miscellaneous payment requests, wire transfers, procurement card transactions, interdepartmental invoices,, journal entries, and budget amendments. Also includes processing payments received via checks, ACH, and credit cards.
  •  Requires thorough and up to date knowledge of Olin Business School and Washington University policies and procedures to ensure all expenses adhere to spending guidelines. Must ensure efficient, accurate, and timely completion of all transactions.  Must also ensure financial transactions have proper approval, suitable supporting documentation and valid business purpose.
  • Advise and resolve any compliance issues.
  • Requires specific knowledge of the purpose of multiple accounts in order to ensure accurate budget reporting. In consultation with department management and Accounting Department, determine appropriate account to be charged.
  • Acts as liaison between vendors, departments, OBS Accounting and University Accounts Payable.  Collaborates to resolve any questions or issues.
  • Functions as point of contact for faculty, staff, and students seeking reimbursements for business or travel expenses.
  • Reviews purchases for addition to floater insurance inventory as appropriate.
  • Records payments in check log and posts to various accounts receivable systems. Creates cash sales in Workday.  Assists with collection of unpaid receivables.

• Processes billing, posts payments, tracks, and reconciles research databases in collaboration with library and purchasing staff.
• Reconciles account activity (e.g., income, deferred income and expense, receivables).
• Maintains accounting files.

•  Provide support for annual budget and monthly reporting process. Monitor account balances and maintain open encumbrances. Prepares accounting, financial, and budget reports for OBS departments as needed. Assist with fiscal year-end closing process.
• Assists Associate Director of Accounting with various analytical functions, including reporting and data gathering from Workday. This will include strong utilization of Excel.

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• Conducts audits to ensure compliance with University and OBS policies and procedures, including dining cards, OBS food service vouchers, department phone lines, etc. Advises management with resolving any compliance issues.
• Assume document processing responsibilities for other Accounting Assistant staff as needed for proper workflow

Train faculty, staff, and students on policies and procedures.  Assist with creating or updating documentation on procedures and policies.

Assist Associate Director of Accounting with projects and perform other duties as assigned

Working Conditions:
Job Location/Working Conditions

• Normal Office Environment

Physical Effort

• Typically Sitting at a desk o table

Equipment

• Office Equipment

Required Qualifications

Education:

Certifications/Professional Licenses:

Work Experience:

Skills:

Driver's License:

More About This Job

Preferred Qualifications:

• College degree, business or vocational school

Preferred Qualifications

Education:

Certifications/Professional Licenses:

Work Experience:

Skills:

Grade

Salary Range

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement