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Job Summary Reporting to the Senior Director of Post Award Administration, the Accountant prepares invoices and reports, and monitors, reconciles, and analyzes sponsored project awards. The Accountant ensures compliance with the Institute and sponsor administrative and financial guidelines.
Job Duties The Accountant is responsible primarily for independently managing post award billing, reporting, financial analysis and compliance management of sponsored awards including contracts, grants, fellowships, cooperative agreements and subcontracts. Duties include: Award Review and Establishment
Verifies the accuracy of award set-ups, modifications in Oracle by Division and OSR
Directs the set-up of folders, correspondence, and other internal award management activities in PAA
For those PTAs created in PAA, assesses Oracle set up needs for awards; then creates PTAs in Oracle
Adds data and/or updates PAA databases with award information
Compliance Analysis and Resolutions
Reviews and identifies compliance issues and takes necessary actions to resolve (working with Division to remove costs, obtain justifications, obtain sponsor approvals, etc.)
Monitors special award conditions; applies knowledge to billing and reporting
Identifies and resolves post award issues and problems related to a large variety of issues including: allowability questions; cost transfers; NIH Salary Cap questions; foreign travel - Fly America Act; entertainment costs; food and hotel costs; and other similar concerns.
Financial Review and Analysis
Monitors assigned awards and performs financial and administrative analyses on a regular basis
Reviews and inputs budget realignments in Oracle
Identifies errors generated in Oracle; troubleshoots error correction and regenerates any affected billing or reports
Invoices sponsors for allowable expenditures incurred on sponsored projects (selects type of invoice, frequency)
Ensures invoices generate correct information from Oracle; prepares invoice with accurate dates, addresses, purchase order numbers and other required information
Analyzes costs, including indirect costs, fringe benefits, paid leave allocation
Puts unallowable costs on hold in Oracle pending Division justifications for costs
Analyzes unbilled costs and determines why Oracle is not releasing costs; resolves unbilled issues
Directs accounting assistant to mail or email invoices
Addresses and resolves any billing questions posed by the sponsor
Financial report management
Analyzes costs to be reported - reviews for unallowable costs and obtains justifications or cost transfers from Division
Prepares financial reports using Caltech or sponsor templates
Partners with Division personnel to manage reporting for major, complex awards
Reconciles quarterly and annual expenditure data for federal reporting (Federal Cash Transaction Reports and SF-425 reporting); analyzes inconsistencies and resolves issues
Originates and maintains sponsor website and systems userids and passwords to submit reports
Generates Letter of Credit (LOC) draws from Oracle expenditure data; analyzes data, investigates anomalies; downloads expenditure data to sponsor website to draw for cash
Provides direction to accounting assistant in identifying checks and wires and application to invoices
Manages the application of received cash to awards in Oracle by providing receipt information to PAA cash team member
Directs the placement of checks and wires that cannot be identified with a sponsor to the PAA holding account
Review of the PAA holding account regularly to direct the assignment of unidentified checks and wires
Aging and Collection
Reviews aging invoices; documents issues in file and in systems
Prepares collection notices for sponsors with delinquent payments
Investigates payment concerns from Division and sponsors
Mediates payment issues with sponsors
Directs accounting assistant to send 90 day notices to Divisions
Examines award costs and compliance requirements - identifies any problems or issues needing resolution prior to closeout
Ensures that Division personnel have completed closeout requirements (removing commitments, closing POs and other orders, ensure effort charged is consistent with award)
Prepares manual usages in Oracle to manage final costs when necessary
Generates final invoice/final financial report and directs its submission to sponsor
Prepares refund requests; obtains all needed documentation and authorizations
Creates closeout package for scanning and filing; directs accounting assistant to upload and file
Responds to audit requests and provides supporting documentation
Prepares General Ledger reconciliations and fiscal year end GL journal entries.
Bachelor's degree or equivalent
1-3 years of experience in commercial banking or in post-award research accounting in a university or related environment
knowledge of invoicing and financial reporting.
Knowledge of Oracle applications.
Must be well organized and detail oriented; focused on providing excellent customer service.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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