Accounting Services Assistant & Executive Assistan to VP-Finance

Scope of Responsibilities

Perform general accounting functions, including but not limited to journal preparation, account reconciliations, chart field maintenance, vendor maintenance, and other duties as assigned by the Associate Controller for Accounting Services.

Principal Responsibilities

• Banking/Wire Transfers: Complete daily reviews of treasury funds and compile supporting documentation. Execute funds transfers with supporting documentation. Manage daily money market fund balances with the Controller’s Office. Complete wire transfers. Process federal and state taxes in accordance with approved payroll schedules. Process all international and domestic wires university‑wide as requested by the Controller and Assistant Controller’s Office, Benefits Department, and Budget Department. Coordinate posting of inbound wires with the Controller’s Office, Student Finance, and campus offices. Maintain accurate documentation and logs supporting all wire‑transfer activity.
• Student Meal Plan Tracking and Reporting: Prepare weekly board bill and declining‑balance bills; process monthly payments. Process daily student meal‑plan changes in the Transact system. Complete daily adjustments to the Transact system and reconcile student accounts and the OneCard system.
• Other Duties: Process and track corporate‑card requests, additions, modifications, and terminations. Add/modify vendors in PeopleSoft and obtain W‑9s. File chart‑field maintenance forms. Log new vendors in the vendor‑management system. Complete other duties and assignments as directed by the Controller’s Office.
• Executive Assistant: Coordinate all electronic correspondence and phone calls for the VP Finance. Manage all aspects of the Finance executive calendar. Manage and file property‑tax exemption forms and filings for all university premises. Log contracts in the contract‑management system and ensure all required approvals and signatures are completed. Oversee the contract‑administration process. Reconcile e‑procurement requests with contracts to ensure all contracts are supported by approved purchase orders. Track and log activities supporting the university swap agreement.

Education Requirements

• High School Diploma
• BS in Accounting or related field preferred

Skills and Experience

• Accounting/bookkeeping skills and knowledge of office procedures
• Detail‑oriented
• Microsoft Office proficient; PeopleSoft experience preferred

Working Conditions

Office environment.

• Materials & Equipment: PC, phone, adding machine