Accounting Assistant I (Physics and Astronomy)
University of Delaware
Job Title Accounting Assistant I (Physics and Astronomy)
Job ID 104549
Location Newark, DE
CONTEXT OF THE JOB:
The Department of Physics and Astronomy (DPA) consists of approximately 33 faculty members, 16 staff members, 10 postdoctoral and research scientists, 80 full-time graduate students, and about 100 undergraduate majors. Under the general supervision of the Senior Accountant, Business Administrator and Chair, the Accounting Assistant I performs a broad range of administrative functions the Department of Physics and Astronomy and is responsible for maintaining highly confidential information. A high level of independent judgement, initiative and problem-solving skills are required.
The Accounting Assistant I provides administrative support to the financial operations of the Department of Physics and Astronomy, a unit with approximately 7 million dollars per year in research expenditures.
- Provide administrative support to the Senior Accountant and financial operations of DPA.
- Serve as the department credit card administrator. Review, verify and approve all credit cardholder transactions and ensure that all transactions comply with University, grant, and departmental policies and procedures. Verify that all transactions have adequate support documentation. Maintain detailed receipts and supporting documentations for all transactions. Escalate issues to supervisor or department chair as needed.
- Assist with training all department credit cardholders with travel, research and other applicable financial policies and procedures. Ensure all cardholders understand policies and procedures concerning credit card usage. Process applications for department-issued credit cards, cash advance cards, and other travel forms.
- Initiate payment and reimbursement requests associated with invoices, requisitions/vendor payments, purchase orders and other electronic request including but not limited to cash transmittals, journal vouchers, non-student billing forms, and request for payments to individuals/vendors.
- Ensure compliance and enforcement of University policies procedures regarding all purchases, research, and travel expenditures and verifying proper documentation.
- Assist with the reconciliation of all expenses and payments allocated to department funds. Identify financial errors including allocations and transactions and process the necessary forms to correct allocation of expenses to the appropriate fund.
- Assist in the resolution of inquires made by faculty, staff, and students regarding travel, research, and other financial expenditures and payments.
- Calculate and prepare time and material usage documentation for DPA Machine Shop, and other equipment and services provided by the department.
- Assist with grants proposals, budget sheets, and calculate and process grant budget revisions as requested. Assist with the closeout procedure of grants.
- Maintain department list of all sources of funds and relevant funding information.
- Provide support, as needed, with compiling spreadsheets, organizing data, and preparing letters, which may contain highly confidential information.
- Run queries and financial reports for departmental/faculty use as appropriate.
- Other duties as assigned.
- High school diploma or GED and two to three years of related experience.
- Ability to analyze and interpret financial data, make independent decisions and judgments in keeping with the level of the position.
- Ability to handle multiple assignments concurrently.
- Knowledge of the principles and practices of office management.
- Knowledge of financial, accounting, grant, and administrative systems, policies and procedures.
- Working knowledge of University financial and operating policies and procedures preferred.
- Familiarity with PeopleSoft is preferred.
- Ability to analyze and interpret data, make independent decisions, plan, assign, review and evaluate the work of others.
- Ability to use advanced techniques in word processing, spreadsheets, database, and presentation software.
- Ability to communicate effectively and interact well with other people of all ages and diverse backgrounds.
- Ability to make procedural decisions and judgments, analyze and solve problems, and prioritize, plan and organize work.
Equal Employment Opportunity
The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html