Position Information

Position Information

Present Position Number01164WRole Code TitleAdmin & Office Specialist IIIPosition TitleFiscal and Admin AssistantPosition Summary

The Osher Lifelong Learning Institute at William & Mary seeks qualified applicants for the position of Fiscal and Admin Assistant. Reporting to the Director, the accounting and office coordinator works independently under general supervision aiding in the overall efficiency of the organizational needs by working as a collaborative team member to support the Institute’s goals.
Responsibilities include (but not limited to): procurement, processing accounts payable and receivables, daily and monthly worksheets, monthly bank and account reconciliations, monthly, quarterly and yearly analysis reports utilizing university accounting systems and excel. Track catalog sale payments, deposit ad funds, ensure insertion orders are received. Ensure appropriate vendor ads are placed in catalog. Preparation of annual budget and oversight of same. Maintain updates for departmental financial procedural manual.

In addition, this position will include occasional setup of classrooms including beverage service where applicable (which requires the ability to lift up to 30 lbs.) and audiovisual equipment required for instructors to conduct class. Assist with data entry of registrations and course information into online registration system. Articulately respond to communications via phone or email from internal and external constituencies. Provide administrative support to board members and director based upon their individual needs. Assist with proof and editing course catalogs semi-annually. Plus additional tasks as assigned.

This is a part time operational (salaried, benefit eligible) position for 20 hours/week.

Required Qualifications

•Education: Associate degree in finance, accounting or business administration field, or equivalent combination of education and experience.
•Prior experience working in a fiscal related position to include reconciling financials or transactions.
•Experience in general office practices, procedures and protocols to include familiarity with administrative processes.
•Experience with bookkeeping and reconciliation principles.
•Experience with reconciling and tracking expenditures.
•Demonstrates strong attention to detail and accuracy, with the mathematical ability to perform basic calculations, analyze, apply fiscal transactions in conjunction with state, federal and the college’s policies and procedures.
•Demonstrates strong organization skills with the ability to handle multiple priorities with competing deadlines.
•Demonstrated problem solving skills with the ability to exercise sound judgement in performing all responsibilities.
•Proficiency in a variety of software applications, particularly MS office (Word, Excel, and Outlook)
•Demonstrates a strong customer service orientation with excellent interpersonal, verbal and written communication skills

Preferred Qualifications

•Bachelor’s degree in Accounting, Finance or Business Administration
•Prior work experience with eVA. Banner and reporting experience.
•Prior work experience creating journal vouchers

Advertised Pay RangeUp to $18,000 commensurate with experienceDepartment92B000 Osher Lifelong Learning InstituteLocationWilliam & MaryUniversity Salary Range

U05Job Open Date11/05/2019Review Begin Date10/18/2019Job Close Date12/06/2019Open Until FilledNoEmployment CategoryOperational PTPosition Term12-MonthSpecial Application InstructionsConditions of Employment:

• This position is a 20 hours per week part-time salaried position offering employee benefits. Salaried employees working less than 30 hours a week pay the total health insurance premium, with no employer contribution. To learn more about benefits offered to part-time salaried employees, please visit https://www.wm.edu/offices/hr/currentemployees/benefits/pt/index.php.

• Ability to lift up to 30 lbs.

**Available to work 8 am to noon, Monday thru Friday.

• Restricted position subject to availability of funding.

EEO Statement

William & Mary is an Equal Opportunity/Affirmative Action/Equal Access employer and actively encourages applications from minorities, women, disabled persons and veterans.

Background Check Statement

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Supplemental Question

Required fields are indicated with an asterisk (*).

1. * Please rate your level of experience in accurately managing day-to-day accounting of revenue.
   • Advanced
   • Intermediate
   • Basic
2. * Do you have experience working in an automated financial or accounting system?
   • Yes
   • No
3. * Please rate your level of experience in accounts payable.
   • None
   • Basic
   • Intermediate
   • Advanced

Supplemental DocumentsRequired Documents

1. Resume/Curriculum Vitae
2. Cover Letter

Optional Documents

1. Other Doc
2. Other 2