Accounting Assistant III (Hybrid) - Olin Business

Scheduled Hours37.5

Position SummaryThis position is an integral part of the Accounting Department for the Olin Business School, supporting day-to-day financial operations. This position acts as the accounting representative for Olin’s departments and is responsible for all aspects of financial document processing, including, but not limited to, processing all accounts payable and accounts receivable functions in accordance with University policies and procedures. This position provides customer service support to faculty, staff, and students.

Job Description

Financial Operations

•  Serve as the Accounting Department Representative for operational and support departments at Olin Business School (OBS). This position is the department’s initial point of contact for assistance with business services. 

• Act as purchasing agent for OBS.  This requires understanding departmental needs, budget restrictions, and policies and procedures.  Work with department, University purchasing staff and vendors to evaluate needs, seek suitable products and services, and negotiate reasonable prices. Assist department staff and Associate Director of Accounting with creating request for proposals (RFP).

• Serves as a resource for Washington University policies including travel, purchasing, and entertainment policies.

  
  
  

• Responsible for complete processing of financial transactions through Workday. This includes expense reports, travel documents (domestic and international), purchase orders through Marketplace and Workday, supplier invoices, miscellaneous payment requests, wire transfers, procurement card transactions, interdepartmental invoices,, journal entries, and budget amendments. Also includes processing payments received via checks, ACH, and credit cards.

  • Requires thorough and up to date knowledge of Olin Business School and Washington University policies and procedures to ensure all expenses adhere to spending guidelines. Must ensure efficient, accurate, and timely completion of all transactions.  Must also ensure financial transactions have proper approval, suitable supporting documentation and valid business purpose.

  • Advise and resolve any compliance issues.

  • Requires specific knowledge of the purpose of multiple accounts in order to ensure accurate budget reporting. In consultation with department management and Accounting Department, determine appropriate account to be charged.

  • Acts as liaison between vendors, departments, OBS Accounting and University Accounts Payable.  Collaborates to resolve any questions or issues.

  • Functions as point of contact for faculty, staff, and students seeking reimbursements for business or travel expenses.

  • Reviews purchases for addition to floater insurance inventory as appropriate.

  • Records payments in check log and posts to various accounts receivable systems. Creates cash sales in Workday.  Assists with collection of unpaid receivables.

•  Processes billing, posts payments, tracks, and reconciles research databases in collaboration with library and purchasing staff.

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  Reconciles account activity (e.g., income, deferred income and expense, receivables).

  
  

•  Maintains accounting files.

• Provide support for annual budget and monthly reporting process. Monitor account balances and maintain open encumbrances. Prepares accounting, financial, and budget reports for OBS departments as needed. Assist with fiscal year-end closing process.

  
  

• Assists Associate Director of Accounting with various analytical functions, including reporting and data gathering from Workday. This will include strong utilization of Excel.

• Conducts audits to ensure compliance with University and OBS policies and procedures, including dining cards, OBS food service vouchers, department phone lines, etc. Advises management with resolving any compliance issues.

• Assume document processing responsibilities for other Accounting Assistant staff as needed for proper workflow.

Train faculty, staff, and students on policies and procedures.  Assist with creating or updating documentation on procedures and policies.

Assist Associate Director of Accounting with projects and perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk o table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Accounting, Business, Administrative Support (3 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This JobPreferred Qualifications:

• College degree, business or vocational school

Preferred Qualifications

Education:

Bachelor's degree

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

Accounting/Bookkeeping (4 Years)

Skills:

Accounting, Accounting Journal Entries, Communication, Confidentiality, Deadline Management, Detail-Oriented, Error Correction, Financial Transactions, Invoices, Meeting Organization, Microsoft Office, Multitasking, Oral Communications, Service Oriented, Sound Judgment, Workday Software, Work Efficiency

GradeG08-H

Salary Range$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [email protected] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment ScreeningAll external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.