This position is fully engaged in the day-to-day financial operations of the Office of University Development.
The position is responsible for corporate card transactions for more than 144 corporate cardholders.
He/she documents and clears all travel and non-travel transactions assuring compliance with Duke University, Employee Travel and Reimbursement, and Office of University Development processes and procedures. This position reports to the Business Manager for Finance.
Travel Expense Preparation 75%
Prepare travel and non-travel expense forms for 34 cost centers.
Initiate all travel and non-travel expense reports for the Office of University Development and must meet monthly due date set by ET&R.
Match existing travel receipts against source documentation in the online travel tool.
Research lost or missing receipts in accordance with established procedures.
Identify and determine discrepancies in travel transactions by contacting appropriate source for information, such as vendor or corporate cardholder, and then correct or dispute any errors as applicable.
Answer inquiries and send correspondence regarding travel and non-travel information as necessary.
Track the process cycle for all travel expense forms.
Work closely with the financial person in each of the cost center areas to obtain needed information.
Resolve simple situations independently and facilitate solutions; consult with supervisor to resolve more complex problems.
Prepare and deliver deposit forms to the Bursar’s office and/or ET&R drop box in relation to travel reimbursement. Place Bursar’s receipt with trip packet.
Work with Business Manager to prepare ad hoc analysis and reporting as it relates to travel and corporate card spending during projections.
Assist Business Manager with maintaining the security roles for travel cardholder.
Maintain development tracker database and compare it to ET&R weekly email. Send out notices of receipts needed to complete packets prior to the untimely deadline.
File documents and retain accurate records in accordance with established University procedures. Verify accuracy of records and compliance with rules and procedures of appropriate system.
Keep abreast of current compliance issues associated with established University travel policies and procedures.
Relieve front desk receptionist by participating in the rotational fill-in assignment once per month during designated times.
Perform other related duties incidental to the work described herein.
The successful candidate must:
Creative Problem Solving - DESCRIPTION: Create new and valuable ideas and use these ideas to solve problems and develop improved processes and methods. Be highly motivated with excellent organization, planning, and problem solving skills
Expressing Ideas Orally and in Writing - Have strong verbal and written communication skills DESCRIPTION: Ability to communicate ideas, thoughts, and facts orally and in writing. Speaking using correct grammar, appropriate body language, proper tone and inflection, recognizing non-verbal cues, and respecting the audience to effectively communicate ideas. Using proper spelling, sentence and document structure, accepted document formatting, and special literary techniques to communicate a message in writing.
LEVEL 1: Appropriately communicates most ideas. Uses correct grammar and syntax. Uses appropriate language free of distracting slang and offensive language. Message is understandable. Uses correct grammar and syntax in written communications. Produces understandable memos, letters, or other documents.
Planning and Prioritizing- Ability to balance many transactions and manage by prioritization - DESCRIPTION: The ability to plan, organize, and prioritize work; effectively by managing multiple tasks or projects.
LEVEL 1: Identifies and categorizes assigned tasks based on level of importance and urgency with little or no supervision. Carefully establishes timelines and reminders to ensure a timely completion of work, adjusting priorities as needed and avoiding scheduling conflicts. Utilizes available resources and asks for help. Arranges and communicates information in a clear and useful manner.
Teamwork - DESCRIPTION: Foster positive work relationships through inclusive team approach. Create environment for stretching beyond what was thought possible. Seek input and involvement of those affected by decisions. Accept responsibility and accountability. Place team goals above personal goals. Be a team-oriented individual.
Attention to Detail - DESCRIPTION: Values and ensures thorough and accurate information. Organizes and delivers information in a clear and concise manner. Detailed oriented, self-sufficient, and customer service-driven
LEVEL 1: Creates a personal system for making sure details are not overlooked; double checks the accuracy of work. Provides information in a usable form and timely manner. Takes careful notes when given a task to ensure information is not forgotten. Adheres to policies, procedures, and standards. Work requires limited review.
Continuous Learning - DESCRIPTION: Show a commitment to continuous learning and improvement of self, others, and Duke practices.
Financial Acumen - DESCRIPTION: Understands Duke’s financial terms and principles, paying close attention to the financial impact when making decisions. Uses Duke’s resources responsibly.
Work requires knowledge of general accounting principles usually through two years post-secondary education in accounting or a related business field. Highly preferred: Bachelor’s degree in Accounting or a related business field with a broad knowledge of GAP principles and practices.
INTERESTED APPLICANTS Please send cover letter and resume to firstname.lastname@example.org Please put "Accounting Specialist" in the subject line
Internal Number: 401428478
About Duke University
Duke University is a private research university located in Durham, North Carolina. Founded by Methodists and Quakers in the present-day town of Trinity in 1838, the school moved to Durham in 1892. In 1924, tobacco and electric power industrialist James Buchanan Duke established The Duke Endowment, at which time the institution changed its name to honor his deceased father, Washington Duke.