Accounting Assistant V

06-Sep-2022

Faculty of Arts and Sciences

59134BR

Job Summary

This Accounting Assistant reports to the Manager of Finance in the Department of Art, Film, and Visual Studies (AFVS) and is responsible for diverse, financial reporting. Working as a member of a financial team, the position works with all department members including faculty, Teaching Assistants (TA), Teaching Fellows (TF), students, staff, and vendors ensuring the consistency and timely follow through required for financial transactions. The Finance Assistant’s responsibilities include but are not limited to processing and reconciling FedEx invoices payments, processing reimbursements, updating monthly course budget reports and thesis budget reports, preparing journal entries in Oracle, keeping track of escheatable expenses, requesting payments, maintaining related records of all transactions, and assisting on any financial project as required.

Position Description

• Process FedEx invoices in Buy2Pay - Reconcile invoices and issue payments, Contact staff, faculty and TAs/TFs for proper budget allocation, Contact AP regarding any open POs and payment issues and Contact FedEx customer service to troubleshoot any invoicing anomalies
• Process AFVS student reimbursements for out-of-pocket expenses - Contact and Guide students in creating a Buy2Pay supplier accounts, Verify and review request eligibilities and document requirements, Prepare NR files (PDFs) for Buy2Pay upload to ensure smooth payment, Contact TAs/TFs, and Thesis students for questions for further follow up materials as needed, Reconcile processed requests and payments with AP as needed.
• Supplier Set Up in Buy2Pay – Invite and follow up department guests and student supplier set up process, serve as departmental contact and liaison for supplier set up between guest/vendor and AP
• Verify P-card receipts for weekly reconciliation – work closely with Finance Associate and departmental cardholders, verify the receipt submissions as a preparation for weekly P-card reconciliation
• Monthly Course Reporting – Gather information from various sources, i.e. GL, Committed Fund Report, P-card, and update AFVS individual courses budgets (about 30-35 courses per semester) and send monthly budget reports to faculty and TAs/TFs, and also Update monthly Thesis budget and send to each student (about 15-20 students per year) and faculty.
• Journal Entry – Prepare and process correcting journal entries in Oracle
• Cash Receipt – Deposit the various cash receipts to bank and reconcile with the Cash Management Office
• Escheat – Keep track and reconcile escheatable expenses for AFVS and request payments (wires or checks) to be reissued as needed
• Performs other financial related duties.

Basic Qualifications

Three or more years of related experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills

Accounting or Business training beyond high school background preferred.  Previous accounting knowledge is beneficial. Appropriate communication and customer service skills required.  Ability to work independently with minimal supervision.  Ability to handle complex and confidential information with discretion. Word and Excel experience required. Oracle knowledge and experience preferred.  Strong organizational skills required. Previous experience preferred.

Working Conditions

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .

Location

USA - MA - Cambridge

Job Code

400103 Accounting Assistant V

Department

Art, Film, and Visual Studies

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.