Accounting Assistant

Department:

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Position Title:

Job Family Group:

Job Description Summary:

Job Description:

Job Duties:

Purchasing

• Process invoices and purchase orders for the department in multiple financial systems.
• Manage all orders, deliveries, and payments to vendors.
• Utilize the Business Procurement Card (BPC) to purchase supplies and equipment as needed and follows all BPC policies and guidelines.
• Coordinate and process all purchases.
• Determine the availability of budget and appropriateness of all purchases.
• Determine approvals for special purchases (software, equipment, etc.).
• Coordinate with vendors as needed to establish them within the university Workday system and requests W-9 forms as needed.
• Determine whether to utilize Purchase Order or BPC; must be fully familiar with both processes within Workday and departmental databases.
• Manage and organize associated documentation for each purchase until the order is closed.
• Maintain complete set of financial records for all department expenditures including state, KU Endowment (KUEA), and grant budgets to correctly encumber funds.
• Perform accounts payable duties including preparation of Check Requests and Purchase Orders for departmental expenses.

Financial Reporting

• Reconcile monthly reports for state, KUEA, and grant funds monthly, assuring all postings are accurate.
• Provides monthly reconciled financial reports to the Director of Finance & Administration.
• Provides information on accounts as requested by the Director of Finance & Administration.
• Provides quarterly reports on grant funding status to the Primary Investigator(s).
• Prepares grant fiscal reports as required by the funders’ policy and timeline.

Travel Request and Expense Reimbursement

• Manages faculty travel reimbursements in an accurate and timely manner.
• Enters Spend Authorization in Workday prior to travel when appropriate.
• Processes Expenses Reports efficiently, obtaining all necessary documentation to ensure a timely reimbursement.
• Determines if all department travel policies and procedures have been followed based on regulations of the State of Kansas, KUMC Research Institute, and KUEA.

Department Support

• Provide administrative support to the Director of Department Finance and Administration and department Chair.
• Provide backup support for educational programming.

This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice. 

Work Environment:

• In office position

Required Qualifications:

Work Experience:

• Six years general accounting or finance experience. Education may be substituted for experience on a year for year basis.
• Accounts payable related experience
• Experience using Microsoft Office products including Outlook, Excel, Word and PowerPoint. Excel experience must include basic formulas and pivot tables.

Preferred Qualifications:

Education:

Bachelor’s degree in accounting, finance, business administration or related field.

Work Experience:

• Experience in healthcare and/or an academic setting
• Experience with grant related financial activities/transactions
• Experience with handling travel related reimbursements
• Experience with Workday financial management software
• Experience in account reconciliation
• Experience in customer service
• Experience with managerial accounting reports and expense tracking
• Experience with fund accounting

Skills:

• Attention to detail.
• Communication.
• Customer service.

Required Documents:

• Resume
• Cover Letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Time Type:

Rate Type:

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

Minimum

Midpoint

Maximum