Accounting Assistant IV (Disbursement Services Assistant)

San Francisco
Apr 05, 2017
Institution Type
Four-Year Institution

Accounting Assistant IV (Disbursement Services Assistant)

University of San Francisco

Job Summary:

Under the direction of the Director of Disbursement Services, this Office Professional Employee non-exempt position is responsible for ensuring compliance with University policies, Internal Revenue Code, and Treasury regulations governing disbursement functions. This critical position serves as a key member of the Disbursement Services team and provides overall support to the Director in meeting the mission of the division in a professional and responsive manner.

Job Responsibilities:

Support the purchasing card ordering process by receiving the cards, disseminating those who have received trainings and holding cards for those with overdue expenses.

Serve as the primary contact for the University for inquiries relating to; the Concur Expense reporting system, Travel and Entertainment policy, Purchasing Card policy, IRS Accountable Plan rules, purchasing card and out of pocket reconciliation for both USF and Non USF employees. Research, resolve and respond to inquiries in an independent manner.

Interpret IRS regulations, University Policy, Grant Restrictions and NCAA Guidelines to determine whether taxation or withholding is applicable. Initiate imputing process for any taxable fringe benefit relocation, cash advance balance or personal expenses. Consult Internal Auditor and Payroll Director when necessary. Maintain regular communication with respective areas for both visibility and process improvement. Produce reports as needed.

Pursue material regarding latest techniques in detecting fraud or misuse. Implement learned information by updating procedures and protocol for audit (regulatory report) transparency.

Administer the expense reporting process of all university out of pocket and purchasing card expenses through the Concur Expense reporting system. Analyze and process transactions for policy compliance. Review, verify and enforce IRS Accountable Plan rules.

Maintain records of missing information for tracking and audit purposes. Contact staff, faculty or students regarding missing information. Utilize the found data to enhance future reconciliation, approvals and back office processing

Initiate proactive processes to modify system user behavior. Update internal review procedure manual as needed.

Train and actively engage Business Managers to support best practices and, how to avoid unnecessary or “risky” expenditures. Assemble records of department trends. Meet with department representatives to discuss areas that require attention and/or possible efficiencies to progress towards the best practices.

Manage all aspects of the Concur Canvas course to ensure policy and training are disseminated to all on boarding employees. Develop and facilitate user trainings for the Concur expense service system. Disseminate information regarding Concur Travel, Mobile and expense reporting best practices. Construct and administer online training portal. Maintain updated training material.

Manage the reconciliation of general ledger for three primary clearing accounts related to the Concur Expense system. Maintain rigorous internal controls on amounts due to USF. Plan and pursue the best course of action for any restitution.

Author reports for Accounting and Business Services, Business Managers and Internal Audit and Tax Compliance. Analyze large amounts of data to prepare ongoing and ad-hoc reports to ensure compliance, analyze tax implications and meet regulatory requirements. Including but not limited to Excise Tax, Relocation Tax and Fringe Benefits. Disseminate as requested.

Review software release notes for all Concur modules, assist with pending services issues; submitting cases with Concur support and providing timely project/case updates.

Demonstrate ability to use advanced Excel and Microsoft tools to analyze data

Coordinate efforts for fiscal year end closure including but not limited to assessing unreconciled, prepaid and accrual transactions. Act as a liaison between Disbursement Services and the University’s Business Managers to disseminate processes and deadlines.

Hire, train and coach student assistants to effectively support the Disbursement Services team.

Oversee data integrity through account set up and termination process. Evaluate cyber security to safeguard privileged information.

Facilitate administrative details of yearly purchase card, expense audit and annual reports including but not limited to ECP preparation/analysis, Relocation tracking/reporting. Work closely with the department of Internal Audit and Tax Compliance to set audit priorities and maintain regular reporting.

Perform other duties, as assigned, which meet the operational needs of the Office of Accounting and Business Services.

Work in a fast paced, high volume environment while remaining a positive team influence.

Minimum Requirements:

Post high school education is preferred. Training or experience equivalent to four years of increasingly responsible work experience in an accounting assistant/bookkeeping position required. Knowledge of University purchasing card concepts and travel and entertainment policy enforcement highly desirable. A highly developed attention to detail is critical, as is the ability to interact effectively with a wide range of people, with clear oral and written communication and demonstrated experience with providing training in a group setting is required. Demonstrate ability to use advanced Excel and Microsoft tools to analyze data
as well as a proven ability to learn new software. Advanced experience with programs such as PowerPoint and Ektron is required to maintain websites and create tutorials. Ability to work in a standard office environment. Work in a fast paced, high volume environment while remaining a positive team influence. Ability to occasionally lift and carry up to 15 pounds.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


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