Finance & Accounting Professional

Responsibilities

• Creates expense journal entries, budget journal entries and cash transfers as needed for supported VCAA FSC units.
• Affords assistance to units with reviewing monthly financials from the finance system and creates month-end close journal entries as needed for assigned units.
• Handles, communicates and completes fiscal year-end close requirements for VCAA FSC units and works with units to ensure accurate and timely processing of all fiscal year-end duties.
• This requires monitoring of purchase orders (POs), standing purchase orders (SPOs), procurement card transactions, expense reimbursements, additional pay forms (APFs) and fiscal year-end journal entries to ensure they are completed accurately, in a timely manner, and in compliance with University requirements for fiscal year-end close.
• Collaborates with VCAA FSC colleague(s) to create and maintain current VCAA FSC internal procedure documents for all financial processes.
• Develops and improves workflow processes for increased efficiency. Educates VCAA FSC supported unit members on those processes including any changes.
• Identifies instances of overspending against PO/SPOs and works with VCAA FSC unit members, vendors and/or the Procurement Service Center (PSC) to resolve them.
• Processes honorarium payments for VCAA FSC units and ensures W-9's and scope of work are completed in compliance with University requirements to ensure accurate and timely processing.
• Processes cash receipts for VCAA FSC units.
• Creates, routes, and submits additional pay forms for VCAA FSC units in conjunction with VCAA HR team, as requested. This requires the ability to identify the appropriate approval workflow for the payee and coordination with initiating department, approval unit and the HR Service Center (HRSC) to ensure accurate and timely payment to payee.
• Determines when to bring up questionable charges to higher-level decision makers when appropriate.
• Undertakes ad-hoc queries in the financial systems to research and identify appropriate speedtype(s) and/or account codes for VCAA FSC unit members.
• Conducts training sessions with VCAA FSC users to encourage more efficient and complete methods of document retrieval and sharing, including utilization of paperless receipt processing function and the mobile app for the university’s expense and travel management system.
• Creates journal entry to allocate research funds annually or as directed by the VCAA Budget Director.
• Trains and mentors new VCAA FSC staff, as needed.
• Handles procurement card processes for all VCAA FSC cardholders.
• Creates expense reports in the expense management system, allocates charges to appropriate speedtypes and account codes, provides accurate and timely expense reporting and ensures compliance with University and VCAA policies and procedures.
• Handles procurement-related activity such as POs and BPOs in the university’s procurement system for VCAA FSC unit members.
• Handles invoice payments against POs/BPOs by ensuring unit approval to pay is authorized and receiving in the procurement system has been completed. Investigates and resolves discrepancies. Ensures payment accuracy and compliance with University controls.
• Regularly reviews system controller, PSC, Campus Controller newsletters, policies, and procedure updates to ensure ongoing knowledge, skills and abilities needed to provide consistent support for the VCAA FSC units regarding procurement.
• Evaluates requests per federal, state, university and VCAA policies and decides on most appropriate means of purchase.
• Maintains accurate centralized cardholder records for internal VCAA FSC use, including approval workflow guidelines and updates profiles.
• Identifies procurement card user training needs and develops programs and resources to address those needs.
• Provides proactive outreach to VCAA FSC cardholders outlining what is required and needed to meet fiscal year-end timelines.
• Maintains and reconciles procurement card expenses to ensure appropriate receipts and documentation are provided.
• Collaborate with purchasing agents, vendors and staff to facilitate purchasing, conduct problem resolution and avoid after-the-fact purchasing situations.
• Handles the travel reimbursement process for all VCAA FSC unit members. Retrieves receipts and other documentation and generates timely and accurate expense reports on behalf of travelers, allocating charges to appropriate accounts, and ensuring compliance with University and VCAA policies and procedures.
• Maintains accurate cardholder records, and update profiles (e.g., approval structures).
• Regularly reviews system controller, PSC, Campus Controller newsletters, policies, and procedure updates to ensure ongoing knowledge, skills and abilities needed to provide consistent support for the VCAA FSC units regarding travel and expense reimbursement.
• Identifies traveler and travel card training needs and develops programs and resources to address those needs.
• Reviews and reconciles monthly statements; audits and identifies errors or unallowable expenditures on financial statements and works with the appropriate units to correct the errors.
• Undertakes ad-hoc queries in the financial system to research and resolve accounting issues.
• Handles BPO contracts in the procurement system on an annual basis. Ensures billing, invoicing and payment occurs in a timely manner. Ensures BPO contracts are either renewed or terminated in a timely manner to meet compliance guidelines for fiscal year end processes and procedures.
• Aids in creating budget submission templates for areas under the Provost's Office.
• Prepares periodic financial reports for FSC-supported unit directors or financial personnel for current and future budget forecasting. Review reports with unit’s director or finance personnel and identifies trends and strategies for staying within allocated budget.
• Supports special projects for the VCAA FSC supported units and the Office of the Provost.

Qualifications

• Bachelor's degree in accounting, finance, business administration, natural/social sciences or a related field from an accredited college or university.
• One year of technical accounting experience.
• A combination of education and/or accounting/finance experience may be substituted.