Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Occupational Summary:

Perform a variety of complex accounting tasks involved in maintaining financial records and processing related data. Monitor, verify and reconcile account transactions monthly. Maintain complete financial records and processing-related data such as invoices, vouchers and other documents (such as visa-related documents for international visitors seeking reimbursement). This position reports to the Administrative Assistant/ Office Manager.

Work Performed:

Processing of Financial Requests – 35 to 40%

• Prepare various financial and accounting forms and process according to Departmental and University policies and deadlines.
• Prepare and upload required documentation needed to process PO’s and purchases through Buy@Duke, reimbursements, AP check requests, and deposits within 5 workdays.
• Prioritize time-sensitive requests and ensure normal priority tasks are processed within 5 workdays. Consult supervisor as needed to overcome obstacles to timely processing and notify requestors of delays.
• Maintain documentation that will not be available in SAP in electronic folders in Duke Box.
• Shred documentation retained online in SAP when specified in Duke University policy.

Prepare documents (such as Journal Vouchers (JV’s), spreadsheets) as requested by Business Manager (Administrative Manager) in support of coordinating and implementing departmental budgets.

Arrange for, and as needed, make deposits at Bursar’s Office per Duke University deadlines.

Maintain Operations and Discretionary Account Files and perform monthly reconciliations – 25 to 30%

• Maintain complete and up-to-date records (primarily electronic) of approximately 150 departmental operational and discretionary cost centers and WBSE’s.

• Respond to requests or questions related to designated cost centers and WBSE’s in a timely manner (within 2 business days).
• Maintain interface with departmental and University personnel to obtain and provide information to verify or support financial records and ensure compliance with established University policies and procedures.
• Review and reconcile line-item reports for designated cost centers and WBSEs within FAM tool in SAP on a monthly basis, no later than the end of the subsequent month (i.e., July line-item reconciliations due August 31).
• Review all costs for accuracy; ensure correct use of University GL accounts, and research unexplained costs. Ensure backup is available in SAP or filed in department for easy access.
• On last working day of each month, email supervisor and Business Manager to confirm reconciliations are complete in FAM or report any problems meeting deadline.

Report/review transactions on discretionary accounts with a small subset of faculty on a monthly basis.

Corporate Card Administration and Processing - 20 to 25 %

• Serve as main departmental Corporate Card Administrator for +/- 76 cardholders.
• Issue Corporate Cards and cancel as requested by Admin Assistant and/or Admin Manager
• Inform new cardholders of Duke University and Department policies and procedures, faxing signed cardholder agreements to Corporate Card team.
• Maintain updated, accurate Corporate Card Setup form and cardholder records

• Assist cardholders in processing transactions through Concur so postings will adhere to monthly deadlines and to University and Department policy. Work towards goals of processing all corporate card expenses within a month of expenses being incurred.

Project-based Support – 5 to 10%

• Collaborate with Staff Assistant to Chair in support of the ERID (Economics Research Initiative at Duke) Distinguished Visitor Program and conferences.
• Initiate AP check requests to reimburse and/or honoraria for ERID visitors.
• Monitor and reconcile ERID budget on a monthly basis insuring that all charges are accurate; provide quarterly reports to ERID Director.
• Provide monthly and yearend report to Administrative Manager of ERID events for distribution to individual donors to the program.
• Complete projects as requested by supervisor, or Chair, or Admin Manager in support of the department.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and duties required.

Strong Preference given to candidates with Procure to Pay Specialist Certification and SAP experience.

Minimum Qualifications

Education

Work requires knowledge of general accounting principles usually through two years post-secondary education in accounting or a related business field.

Experience

Work generally requires 3 years of experience in an accounting setting to become familiar with the accepted accounting practices involved in maintaining more complex financial records, reconciling accounting information and preparing financial statements. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.