Transaction Approvals and Chart of Accounts Management (20%) • Review all purchases and travel on nonâsponsored and sponsored funds for policy compliance and budgetary impact in PeopleSoft and Chrome River. Oversee Executive Account Specialist in financial transactions, PCard purchases and reconciliations, and processing. • Work with Purchasing accounting staff, department student workers, PIs, and lab personnel to set clear justification expectations, clarify policy and prevent problematic purchases. • Maintain the department’s Chart of Accounts system to identify and track funding sources. • Serve as Chrome River Navigator for the department faculty, staff, and students. • Assist with fund, chart string and chartfield setups.
Budget and Financial Management (20%) • Advise faculty, staff, and students on proper accounting procedures to follow in purchase, sale or exchange of goods and services. • Administer accounts receivable work including internal/external sales organizations, foundation transfers and customer billing. • Take lead role in ISO management. This includes the annual rate development, the billing process and adhering to policies and procedures. Work with Principal Accountant and Sr. Administrative Director to keep them aware of the ISO status throughout the year. • Manage various departmental budgets: O&M TA, instructional equipment, GAGE funding, ISO recharge accounts, course fees, special student project accounts, and UM Foundation accounts. Prepare special financial reports. • Manage student course competition teams for sr. design class with course instructor or student advisor for purchasing, expenditures and fund management, providing reports and answering questions as needed. Assist with making travel arrangements along with providing guidance on policies for student teams. • Manage financial activity and provide guidance on policies for AEM’s two student Campus Life Program (CLP) teams. • Process travel, purchasing documents, reimbursements, contract for professional services and prepare journal entries. • Work with Principal Accountant and department administrator on annual budget projections, budget entry and fiscal year closeout. • Identify and communicate changes regarding University, College, federal grant and departmental financial policy and procedures. • Develops, modifies, and manages internal filemaker database system for financial purchases and HRMS and EFS accounts tracking. • Act as liaison between OGC and AEM for contract and Terms & Conditions reviews and negotiations. • Manage and work with Exec. Accounts Specialist auditing of cylinder tanks. • Make recommendations to Principal Accountant and department administrator on process improvements and implementation methods. • Manage all financial and HRMS/Payroll files.
HRMS and Payroll Coordination (35%) • Prepare and monitor setup of payroll appointment entry and position management information; send required documents to College payroll cluster for entry. • Prepare and enter appointment documentation for faculty, postdoctoral associates, researchers, P & A staff, CS/BU employees and temporary staff appointments. Monitor and work with Executive Accounts Specialist on graduate and undergraduate student employment letters, appointments and ensure that current policies and procedures are followed. • Prepare Affiliate letters and appointment documentation. • Assists the administrator with recruiting responsibilities including paperwork preparation, HRMS recruiting tasks, position number requests, and communications with the Dean’s Office. • Prepare extension letters for Temporary staff, postdoctoral and research associate staff. • Develop and implement a communication plan and tracking documents to coordinate fall, spring, and summer appointments. Oversee Executive Accounts specialist in graduate and undergraduate student appointment entry with faculty members and other AEM staff. • Process and reconcile tuition and health insurance payments for fellows and trainees. • Ensure accuracy of entered personnel and payroll transactions via payroll accounting reports and abstracts, including consistency with appointment documentation and correct funding source(s). • Identify, mediate, and resolve various payroll issues, working with employees, faculty, staff, and College payroll cluster as needed. • Assist with onboarding of new employees and visitors, including Iâ9 verification administration. • Serve as Unit Time and Absence Administrator. • Serve as an information resource to interpret and advise faculty, students, and staff with questions regarding University and department payroll policies and procedures.
Financial and Payroll Accounting Analysis (15%) • Research and resolve discrepancies in accounting data; serve as main journal entry preparer. • Monitor and reconcile sponsored and non-sponsored accounts and funds monthly. Work with Executive Accounts Specialist and accounting student on reconciliations. Reconcile accounts and analyze monthly financial results for reasonableness. • Monitor and reconcile payroll, fringe, and fellowship activity. • Compute and enter distribution changes (including complex retro distributions) at the direction of the Principal Accountant or PIs. • Provide financial reports to faculty as requested. • Assist with gathering and prepare data for graduate program surveys for NIH, ASME, US News for DGS assistant and other reports. • Serve as an information resource to interpret and advise faculty, students, and staff with questions regarding university and department financial policies and procedures.
Other (10%) • Manage departmental phone setups, repairs, transfers, and tracking. • Serve in "backup" capacity for proposal preparation in Electronic Grants Management System (EGMS) and to Principal Accountant. • Responsible for developing and implementing a faculty, staff, and student training plan for purchasing and Chrome River. • Update accounting and student job aids. • Oversee student accounting student. • Serve in "backup" capacity for effort certification in the Effort Certification and Reporting Tool (ECRT) system. • Provide back-up support for other financial and office positions when needed. • Attend collegiate finance and payroll meetings • Participate in training and professional development opportunities. • Other duties as assigned.
Bachelor’s degree (in business, economics, accounting, or related field, preferred) and 2 years of professional accounting experience, or a combination of related education and relevant accounting experience totaling six (6) years.
Proficiency/experience with Microsoft Excel.
Strong verbal and written communication skills.
High level of attention to detail and ability to handle multiple tasks with overlapping deadlines; can reâprioritize tasks as needed.
Experience with computerized accounting and/or payroll systems.
Experience to include financial analysis, fund accounting, and webâbased enterprise financial and payroll systems.
Payroll and HRMS experience
Advanced computer skills including spreadsheet development and maintenance using Microsoft Excel, Filemaker Pro, and web database reporting.
Demonstrated ability to interpret, present and evaluate information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Experience delivering highâlevel customer service, including proactive communication and ability to troubleshoot and resolve issues.
Demonstrated selfâstarter, able to work independently in a dynamic team environment that requires flexibility and exceptional problem-solving skills.
Ability to provide excellent customer service while maintaining compliance with University, CSE, Departmental, and federal policies and procedures.
Interest in improving business processes or developing tools to proactively engage with faculty, staff, and students.
Willingness to learn and grow professionally, including receptiveness to feedback.
Familiarity with University of MN or other higher education financial systems such as PeopleSoft, EFS,HRMS, ECRT and EGMS
Experience with University of MN financial policies and procedures
Starting salary is dependent upon experience and relevant qualifications: $54,000-$67,000 annually
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.