Accounting Assistant - NRES

Major Duties and Responsibilities

• Manage the creation and termination of CFOPs with University Accounting and Financial Reporting.
• Cook up the processing of gifts in collaboration with the University of Illinois Foundation and the ACES Office of Advancement.
• Oversee the financial activity within all Banner account statements, departmental account reconciliations and related accounting and financial reports for multiple funding sources including State, ICR, service, federal, grant/contract, and gift accounts to ensure accuracy and compliance with campus, college, and departmental policies and procedures.
• Serve as an expert advisor to NRES end users on procurement, payment request procedures, special requests, accounting structures, and related University policies.
• Approve and manage all purchasing and payable functions (iBuy, Emburse) including standing and departmental purchase orders. Evaluate these transactions for budget availability and appropriateness.
• Evaluate these transactions for budget availability and appropriateness.
• Evaluate these transactions for budget availability and appropriateness.
• Evaluate these transactions for budget availability and appropriateness.
• Evaluate these transactions for budget availability and appropriateness.
• Create and monitor new activity service rates working with the campus Office of Government Costing and/or University Accounting and Financial Reporting.
• Process invoicing through the General Accounts Receivable system in Banner for revenue-generating activities for both on-campus and off-campus customers.
• Approve NRES appointment requests and process labor re-distributions in Banner.
• Create special reports as requested by the department (examples: closeout summaries for State and federal fiscal year-end; specific College report requests).
• Aid the Assistant Head, Business and Strategic Planning, in the evaluation, implementation, and operation of automated accounting systems including spreadsheets and/or databases. Serve as a training resource for these systems.
• Monitor grant termination dates to ensure accurate and timely closeout of funding per Sponsored Programs Administrations guidelines.
• Serve as a resource for project principal investigators for expenditure allowability based on the funding sponsor guidelines.
• Approve sub award invoices after reviewing them for compliance and funding availability.
• Provide requested reports for project principal investigators upon request such as expense forecasts, personnel expense projections, etc.
• Coordinate processing of subaward invoices working with the project principal investigator to ensure accuracy of invoice and budget availability.
• Serve as back-up for grant proposal submissions.
• Manage the financial records filing system ensuring all records are maintained in accurate order and are easily accessible for review.
• Outline and manage the retention of NRES financial records.
• Manage the transfer and tracking of financial records to intermediate storage.
• Request and execute the disposal of financial records in accordance with University regulations.

Position Requirements & Qualifications

• High school diploma or equivalent.
• Any one or combination totaling one (1) year (12 months) from the categories below:
• Course work in accounting, as measured by the following conversion table or its proportional equivalent: 6 semester hours equals one (1) year (12 months)
• Course work in any discipline as measured by the following conversion table or its proportional equivalent: 30 semester hours equals one (1) year (12 months)
• Work experience in bookkeeping, office support, or closely related experience.
• Preferred: Possess or have ability to immediately obtain: Business Administrator Certification Program Illini Certified Research Administrator Travel Card Certification Purchasing Card Certification JV Processing Certification Accounts Receivable Processing Cash Handling Service Activity Advanced Knowledge, Skills, And Abilities
• Knowledge of the application of basic bookkeeping methods and procedures.
• Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures.
• Skills in critical thinking.
• Skills in time management.
• Ability to communicate effectively as appropriate for the needs of the audience.
• Ability to compare numbers and detect errors efficiently.
• Ability to compile complex financial information.
• Ability to make computations with speed and accuracy.
• Ability to work independently and exercise good judgment.
• Ability to make decisions in accordance with university and departmental policies, rules, and regulations.

SALARY AND APPOINTMENT DETAILS

• This is a full-time 100% Civil Service 3851 -Accounting Assistant position.
• The expected start date is as soon as possible after the close of the search.
• The budgeted salary for this position is $40,913.08.
• Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.
• Employees hired into this position are expected to work on-site at the University of Illinois Urbana-Champaign campus on a full-time basis.
• Sponsorship for work authorization is not available for this position.
• For more information on Civil Service classifications, please visit the SUCSS website at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
• Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.
• Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card.
• Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.
• To be considered as a transfer candidate, you must apply for this position.
• If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.
• To ensure full consideration, applications should be received by 6:00 pm (CST) on July 27, 2026.
• All requested information must be submitted via the online system for your application to be considered.
• Please ensure your resume highlights your qualifications/experience for this position.
• This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities and requirements of this role.
• For further information, please contact Kelli Wendt via e-mail at kwendt@illinois.edu.
• For questions regarding the application process, please contact 217-333-2137.