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Accounting & Payroll Assistant

Employer
Wake Forest University
Location
Winston Salem, NC

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Job Details

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Working under general supervision, provides clerical and administrative support and assistance for multiple managers and staff. Primary focus is to assist with accounts payable, accounts receivable, payroll submission, sales contract administration, and clerical processes for the accounting office and human resource duties

Job Description

Essential Functions:

  • Coordinates the Accounts Payable process. Opens mail, and matches invoices with purchase orders. Records AP invoices, amount, and expense coding according to University protocol, and reports month-end accruals. Reconciles month-end vendor statements and contract vendors for missing invoices or discrepancies. Copies and files all AP invoices.

  • Maintains, edits, and submits bi-weekly payroll records for non-exempt employees, including PTO, missed punches, etc. Distributes paychecks if needed.

  • Generates Daily, Weekly, Monthly Payroll related reports out of Payroll System to Graylyn Management, as needed and required.

  • Assists Management with monthly reports and Journal entry preparation.

  • Provides clerical assistance/support to all areas of Accounting Office. Assists with Accounts Receivable process, including invoicing and filing of A-R invoices and related documents (BEO/Coordination Sheets, Change Sheets, Folios, Contracts, etc.).

  • Posts and maintains a monthly record of internal Accounts Receivable payments from Reynolda Campus.

  • Provides clerical assistance to Human Resources H-R Partner in a limited capacity, including preparation for Employee Awards programs/parties, tracking of employees recognized on guest comment cards, ordering nametags, ordering flowers, etc.

  • Maintains existing daily, weekly, and monthly spreadsheets for ongoing information reviews by the Manager of Finance and General Manager.

  • Responsible for basic office functions such as copying, collating, filing, and composing correspondence, and faxing; purging, boxing, and coordinating moving/storage of purged files/documents.

  • Assists with the sales contract process including original documentation, changes, and final signature of contracts.

  • Assists with client group billing and routing in the reservation process.

Required Education Knowledge, Skills, Ability:

  • High school graduate with specialized training plus two years of experience directly related to the duties and responsibilities specified or an equivalent combination of education and experience.

  • General knowledge of office management techniques.

  • Excellent interpersonal, communications skills (oral and written), and organizational skills required.

  • Ability to manage multiple tasks with flexibility, patience, and attention to detail.

  • Ability to prioritize workload, organize workflow and coordinate activities, including follow-up.

  • Ability to work with numbers and spreadsheets.

  • Ability to alphabetize and file in an accurate manner.

  • Proficiency in MS Word, Excel, the Internet, and other relevant software; accurate typing skills.

  • Knowledge of timekeeping software.

  • Ability to analyze and interpret policy and procedural questions.

  • Ability to interact with guests and staff in a professional and courteous manner.

  • Ability to hold sensitive information confidential.

  • Ability to work well independently.

Accountabilities:

  • Works with general supervision. Reports to Director of Sales. Responsible for meeting deadlines.

  • Responsible for producing periodic reports in a timely matter.

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by their supervisor.

In order to provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

In an effort to protect the health and safety of the campus community, all faculty and staff positions, excluding staff who perform duties exclusively at Graylyn Conference Center, are required to be fully vaccinated with an FDA approved or authorized COVID-19 vaccine prior to their hire date. Once hired, faculty and staff must maintain full COVID-19 vaccination status throughout their employment at Wake Forest University. Faculty and staff with disabilities or sincerely held religious beliefs that preclude vaccination should contact Human Resources to request a reasonable accommodation.

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

Organization

Wake Forest University, formed in 1834, has experienced decades of growth and innovation.  WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs.  The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty.  It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount.

Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.​

The University is comprised of:  the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus.  Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1.  Wake Forest employs approximately 2,772 full and part-time faculty and staff.

Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC).  Since its founding, the university has adopted the motto “pro humanitate,” which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative.

Winston-Salem, NC

Wake Forest is located in Winston-Salem, NC, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina.  Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene.

Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family.  Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town (www.visitwinstonsalem.com).

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