Accounting Assistant II (Hybrid) - Statler College of Engineering and Mineral Resources
West Virginia University Statler College of Engineering and Mineral Resources is currently accepting applications for an Accounting Assistant II.
About the Opportunity:
As an Accounting Assistant II, you will provideprofessional accounting and administrative support services by applying principles of accounting in examining, compiling, analyzing and interpreting financial information. Support functions include purchasing, accounts payable, travel reimbursement, and Procurement Card Management for State, Federal, Research Corporation and WVU Foundation funding sources. Serves as custodial contact for LCSEE Asset Management (Inventory).
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
- 37.5-hour work week
- 13 paid holidays (staff holiday calendar)
- 15 annual leave (vacation) days per year or more based on years of service (employee leave)
- 18 sick days per year
- (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
- WVU offers a range of health insurance and other benefits
- 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
- Wellness programs
PAY GRADE - 14
What you'll do:
35% Accounts Payable and Travel:
- Prepare and submit various accounting forms to process direct payment for State, Federal, and Research Corporation and WVU Foundation Funds. Comply with guidelines set by the State of WV, WVU, WVU Research Corp and WVU Foundation.
- Communicate with CSEE Faculty and staff as well as outside vendors to ensure invoices are being processed and finalized in a timely manner.
- Prepare and verify Supplier (Vendor) registration and funding information through Mountaineer Marketplace and/or MyExpenses.
- Complete all on-line requisitions through Mountaineer Marketplace for approval by Department Chair and CEMR EBO.
- Assist in the year-end and grant expiration closeouts, initiating cancellations, finalizing open orders and other actions as necessary to finalize transactions and close out accounts.
- Act as a liaison to faculty and staff on financial matters regarding on-line requisitions, direct pays and ProCard transactions.
- Serve as a Tier 2 level person for MAP modules for Accounts Payable/Purchasing, General Ledger and Grants Management.
- Process in-state, out-of-state and foreign travel through MyTravel for faculty, staff, students, and guests.
- Secure and verify the required approvals and documentation of expenses for each trip from the traveler, checking GL String and POETA or Foundation account on the appropriate expense settlement form for the traveler and follows up to ensure payment is made to the traveler.
- Obtain original passenger receipts and itineraries immediately upon trip return for documentation.
- Submit direct bill invoices using multiple funding strings for each fund type.
- Work proactively with travelers to obtain a refund/exchange notice form.
- Coordinate travel arrangements with the traveler and makes arrangements for guests including faculty candidates, guest speakers, and attendees of departmental events.
- Serve as the sole source of information of travel by explaining all policies pertaining to travel to faculty, staff, students and guests of the department.
- Coordinate travel arrangements through airlines, rental agencies, etc. including international travel where receipts must be converted to US dollars before submitting for payment. This position must stay apprised of all current travel policies, implement them, and inform all faculty, staff and students of the changes. Travel is completed for payment through MyTravel and through ProCard software.
- Monitor expenditures to ensure availability of funds and those transactions are performed within the guidelines of the University, Foundation, and grant/contract policies.
- Responsible for attending all Procurement User Group Meetings to stay current on all policy and procedures as well as the applications and renewal process and adjustment process related to line authority and transaction totals.
- Maintain contact with external/internal vendors via face-to-face meetings, telephone, email and in writing.
30% Procurement Card Management:
- Back up to Office Administrator for State and Research Corporation Department Cardholder Coordinator (DCC) for allowing and making purchases on the ProCard.
- Maintainrequired transactions through MyExpenses, processing weekly transactions, when needed, attaching required itemized receipts and appropriate state or research funding.
- Obtainitemized receipts for allowable purchases within 48 hours from cardholders. Sole person in LCSEE with WVU Foundation ProCard and makes purchases, as requested, processing transactions in Foundation Services (Chrome River) with appropriate WVUF funding.
- Retaininformation and documentation for two years after the transaction date for audit purposes.
- Notifythe WVU Procurement Card Office of any vendor that does not accept procurement cards.
- Participatein on-line State WVU Departmental Card Coordinator (DCC) training sessions and enforces policies and procedures.
- Assistwith the procedures with Procurement and Accounts Payable related to the Procurement Card Process for the Department, including grants, contracts, state appropriated funds, foundation funds and revenue generated funds.
- Assistin providing documentation during an audit to Business Services, Research and Tax Accounting, Capital Asset and Debt Accounting.
15% Grant and State Account Functions:
- Perform detailed audits on State expenditures and serves as primary back-up on the Grant expenditures. Verifythat expenditures posted to the University accounting system correspond to the department spreadsheet. Verifythat all agency requirements have been satisfied and all State, University, Research Corp and Foundation policies and procedures are followed.
- Respond to audit findings, which often leads to the development of new policies and/or procedures. This function is carried out through auditing which goes beyond a superficial examination of data information. It requires the application of the principles of accounting to examine, analyze, question and interpret accounting data to determine how and why errors were made, and advises Office Administrator and Chairman on corrective action necessary to prevent future problems from developing.
- Performdetailed monitoring and auditing of State funds and serves as primary back-up on the Grant funds.
- Responsible for notifying the Office Administrator and Principle Investigator of any difficulty with funding administration.
- Design, establishand maintainfinancial ledgers (Excel spreadsheets) on State funds as well as some of the grant funds. These ledgers are used to provide the department and the principal investigators detailed accounting information.
- Process Inventory forms and tags equipment upon receipt.
- Updateinventory information in MAPPROD as needed.
- Maintainfile of inventory tags.
- Completeinventory form and completeoff-campus equipment utilization form as well as surplus equipment forms.
- Assist with Statler CEMR Physical Inventory, when necessary.
- A minimum of two (2) years of directly related experience,preferably in a University/College setting.
- Working in a position requiring great attention to detail.
- Working in a position that requires confidentiality.
- Working with and editing information in various formats, both financial and administrative.
- Experience in business applications (e.g. Microsoft Office software suite, Mountaineer Marketplace, MyExpenses, MyTravel, Chrome River, WVUF Disbursement Services, MAP/ORACLE) with a high level of accuracy in using software.
- Contract/grant accounting experience.
- Cash handling.
- Working in a team environment with a variety of personnel under time constraints and pressure.
- Working with contacts from foreign countries.
- Knowledge of basic accounting principles and knowledge of automated accounting systems, including oral and written communication skills necessary to explain and adhere to policies and procedures.
- Demonstrated knowledge of principles and practices of fiscal management.
- Demonstrated knowledge of budget management to interpret accounts for budget control.
- Working knowledge of grant management for assistance in payment of allowable expenditures with grant awards.
- Knowledge of complex field of sponsored research program funding, an understanding of regulatory, legal and compliance with issues in grant management.
- Knowledge of automated accounting systems (e.g. MAP, MyExpenses, Chrome River, etc.) as well as ability to accumulate and interpret data.
- Excellent verbal and written communication skills and strong attention to detail and accuracy.
- Professional demeanor when dealing with all, but especially demanding customers including excellent interpersonal skills.
- Knowledge of and ability to manipulate spreadsheets, forecast future spending, and maintain current budget data.
- Ability to set priorities, work independently, and carry out important assignments with short time lines.
- Demonstrated skill in operating business office equipment.
- Ability to rapidly acquire thorough knowledge of policies and procedures as needed to comply with departmental, college, University, State and federal regulations.
- Demonstrated ability to maintain confidentiality and protect the proprietary nature of information contained in the daily course of work.
- " Team Player " attitude needed.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
Creating an inclusive, engaged, and dynamic learning environment is core to WVU's academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.
To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.
West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Oct 11, 2022
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes