Accounting Assistant, School of Social Work

About the role

To perform financial services for the School of Social Work under the direction of the Business Services Manager.

Responsibilities

• Purchasing and Reimbursement Processing
• Affirm funds are available; expense is allowable for the fund type and source; purchase meets all unit, campus, and state policies; and expenditure codes (account codes) are correct, do the following:
• Make purchases for the unit using PCard, TCard, iBuy, and Banner (purchase orders) upon request from faculty and staff.
• Process Emburse reimbursement requests from faculty and staff.
• Review and approve purchases other staff members have made using PCard, TCard, iBuy, and Banner.
• Approve Emburse reimbursements from faculty and staff.
• Document obligations on tracking spreadsheets.
• Provide training to faculty and staff as needed, such as in Emburse, TCards, PCards, and cash advances.
• Manage cash sales and unit deposits under the policies and procedures required by campus, and creating and retaining the required receipts and documentation.
• This will include human subjects payments advances for faculty.
• Customer Service Support
• Act as a primary contact for faculty and staff, providing guidance on policies and procedures related to expense systems and processes, including Emburse, TCards, PCards, and cash advances.
• Communicate with customers via email, phone, and in-person, directing them to the appropriate resources personnel.
• Provide backup support to other Expense Team members during absences and high-volume periods to ensure balanced workload.
• Prepare and distribute monthly financial reports, reconcile expenditures, and make corrections.
• Print, collate and distribute monthly reports
• Reconcile expenditures monthly, assuring proper use of funds, allowability of expense, correct use of account codes, and availability of funds.
• Address outstanding obligations, discrepancies, and other issues.
• Process or request processing of journal vouchers, budget transfers, and labor redistributions as identified by fund manager or self.
• Aid in year-end requirements and processing.
• Perform other related duties as assigned.

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.

Skills and Abilities

• Ability to use Microsoft Word, Excel, Outlook, and Adobe.
• Ability to meet deadlines.
• Ability to prioritize, and handle confidential information.
• Good communication skills.
• Knowledge of University policies and procedures related to travel, purchasing, and cash handling.

Appointment Information

This is a 100% full-time Civil Service 3851 - Accounting Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after the search posting closes. The collective bargaining agreement sets a wage of $20.981/hour ($40,912.95 annually).

This position is not eligible for any type of sponsorship for work authorization. This position will be expected to work at the University of Illinois Urbana-Champaign campus on a full-time basis per the University’s Workplace Flexibility policy.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.