Sr Accounting Clerk

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data. Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess. POSITION OBJECTIVE Working under minimal supervision and extensive interaction with Case School of Engineering directors and managers, the Senior Accounting Clerk will develop, implement and manage procedures regarding all aspects of procurement, travel, general accounting and accounts payable operations of a large research unit. As an administrative and accounting resource, this position will maintain purchase documentation, support reporting requirements, and compile statistical information used in monthly and quarterly forecasting activities. The senior accounting clerk will create and test new procedures, working in concert with clusters of the engineering school to identify and communicate best practices that effectively respond to changing financial policies from the central Purchasing, Accounts Payable, and General Accounting departments. Essential Functions Apply thorough knowledge of the full vertical research and services model provided to engineering school faculty; proactively manage and contribute to improvements of purchasing details and related processes that meet the engineering school¿s most stringent agencies¿ progress report requirements (NIH, DOD, DOE, NSF, etc.). Ensure compliance with cost share and documentation requirements and report on all procurement activities for the Biomedical Engineering cluster. Accurately categorize academic, instructional, and research purchase requests; apply appropriate policy decisions and route orders through the correct organizational channels for prompt management approval. Resolve issues independently, exercising sound judgment, using knowledge of policies and procedures; consult with management as needed. Perform advanced bookkeeping, accounting, and database management duties (from purchase order through receiving), related to preparation of reports, statements, invoices, assessments of order efficiency, and other related financial records. (15%) Assign appropriate account codes and managers to purchase requests across all fund categories (Operating, Service Center, Research, Start-Up, Strategic Hire, Grant, Endowment, and Cost Share). Enforce fund restrictions and federal compliance regulations, escalating restricted or complex requests to the central dean¿s office for review. Administer and issue all requisitions and payment requests, including P-card processing, wire transfers, blanket purchase orders, independent contract requests, honorariums and petty cash transactions totaling over 6.4 million dollars in expense annually. Understand and effectively communicate the requirements for processing all types of payments to staff and faculty, working closely with central university departments, engineering school departments, faculty, vendors and upper management (especially for foreign transactions). Authorize expenditures on behalf of management, as needed, to support research and faculty needs. Apply established procedures to navigate complex transactions, collaborate with faculty and stakeholders to identify required approvals and notifications, and ensure accurate and compliant processing, including escalation to senior leadership when appropriate. (40%) Place all orders using the Pcard and keep abreast of additional processing duties from central purchasing. Assign account numbers on PVSnet website and accept all appropriate charges. Verify expenses and income; audit expense statements and general ledger. Reconcile any erroneous tax charges, pursue and obtain necessary credits. Create and post journals as needed and requested. Prepare journal entries for erroneous speedtypes and account numbers due to errors on PVSnet download. Perform daily and monthly posting to the general ledger, monthly financial statements, expenditure reports, miscellaneous billing, and reconciliation of accounts. Directly pursue the resolution of issues, alerting management as needed. Prepare all financial proposals such as bids for equipment purchases, sole-source justifications, estimates on labor, miscellaneous reimbursements for faculty, honorariums, wire transfers, and purchase requisitions; proactively responding to vendor requirements, according to university policy. Prepare reports on purchasing activity required for the monthly and quarterly forecasts. Organize and maintain filing system for current and closed accounts. Maintain requisitions log, and data tracking, monitor the status of all requisitions and invoices through the approval and payment process. Serve as the liaison with the Purchasing, Accounts Payable, General Accounting and Travel departments; maintain current knowledge of evolving procedures and training requirements as they are introduced. Enter and track all travel/non-travel reimbursements for all faculty, staff and students. Provide comprehensive processing of travel pre-approvals as delegated to the engineering school for review of both duty-of-care and export control requirements. Coordinate with faculty, the engineering school¿s central administration, and the university¿s travel office to ensure adherence to changing travel requirements. (40%) Nonessential Functions Provide administrative support for faculty research activities and assist with daily department operations. Respond to written inquiries; assist with the preparation, proofreading and editing of reports and proposals; maintain electronic and hard copy filing systems; screen, prioritize, and follow-up on phone calls; and assist with PowerPoint and other formal presentations. (5%) Perform other duties as assigned. ( CONTACTS Department: Regular/Daily contact with all faculty and related executive directors for institutes and project managers for service centers. Daily contact with administrative managers to address issues, discuss work assignments, track status and provide feedback on resolved problems. Direct purchasing issues in conflict with compliance rules and related to service centers directly to the academic manager and dean¿s office for review. University: Frequent contact with internal departments such as Purchasing, Accounts Payable, General Accounting and the Office of Administration and Finance regarding procurement procedures. External: Occasional contact with vendors outside the university to exchange information. Students: Daily contact with students to answer questions and resolve problems. SUPERVISORY RESPONSIBILITY May supervise work-study students and temporary employees. Qualifications Experience: 5 years of related administrative experience in comparable academic or industrial office. Preferred experience in a matrix organizational environment. Education: High school education required. Bachelor¿s degree preferred. Required Skills Knowledge of agency specific purchasing documentation requirements for funded projects. Proven administrative ability. Decision making capabilities and independent judgment. Excellent communication skills (writing, editorial, and oral). Outstanding interpersonal skills. Data Management, both hard copy records and databases. Maturity, honesty, ethics, and discretion. Computer and software skills for correspondence, data tracking and analysis. Familiarity with financial system (PeopleSoft Financials) preferred. Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face. Willingness to learn and work with Artificial Intelligence (AI) tools and technologies. WORKING CONDITIONS Fast-paced, multi-task, highly service oriented environment. The employee will need to be able to lift up to 5 lbs., bend/stoop, reach and perform repetitive motion using computer mouse and keyboard to type. This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form. Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information. Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.