Financial Assistant, School of the Environment

22-May-2024

Yale School of the Environment - Business Office

88173BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

University Job Title

Financial Assistant 4

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Financial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

205 Prospect Street
New Haven, CT 06511

Position Focus:

Under the direction and supervision of the Account Manager, provide a broad range of financial and administrative business services support to the School of Environmental.

Primary Responsibilities

Review and approve financial activity of all operating accounts. Review routine transactions for accuracy and completeness. Research, identify and correct questionable expenses; obtain explanations or additional information to make necessary corrections. Process entries using Workday Financials including Expense Reports, Journal Entries/Payroll Accounting Adjustments, Purchasing Intake Portal, and Cash Deposits. Ensure backup documentation supports payment requests and reimbursements per University policies and procedures. Generate and review monthly account statements. Prepare standardized and specialized financial reports and analyses using Workday, Power BI and Excel. Distribute approved reports to faculty, staff, and students. Clear COA inaccuracies, invoices on hold, and labor suspense. Support AP and Procurement functions. Serve as contact for Purchasing Department and Accounts Payable. Resolve unpaid or delinquent payments to staff or vendors. Input and retrieve data from the University’s Workday system. Ensure cardholder compliance with University policies and procedures. Prepare, process, and approve Expense Reports. Establish and maintain an account file system consistent with YSE standards. Establish new award files. Archive closed accounts. Review and monitor Professional Services Agreements and grant proposals per YSE, Yale University, local, state, and federal policies. Manage departmental standing orders and maintenance service contracts. Assist in the development and improvement of systems, procedures, and controls to ensure compliance, accuracy, and efficiency. Serve as a source of information to faculty, staff, students, and external contacts on financial policies, procedures, and school activities. Provide training and present this information as needed to the YSE business office and other YSE centers and programs. When needed provide backup to cover business office staff during vacation, absences, and peak operating periods, as necessary. Perform additional functions incidental to business office activities as required.

Essential Duties

1. Drafts preliminary financial sections of proposals. 2. Reviews all proposals for accuracy, completeness, and compliance to grantor and University requirements and regulations. 3. Monitors, controls, and maintains financial activity of accounts. Ensures expenditures are posted to proper accounts. Identifies, researches, and corrects questionable expenditures. 4. Serves as the principal source of information on financial policies and procedures and financial activity. 5. Reconciles and analyzes financial statements. Prepares standardized and specialized financial reports and analyses. 6. Oversees and instructs support staff. 7. Oversees the maintenance of financial records and files. 8. Assists with the development and implementation of systems and procedures. 9. May calculate weekly payroll for department staff. 10. Performs clerical functions incidental to accounting activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Highly developed and demonstrated customer service skills. Strong written and verbal communication skills. Demonstrated ability to work well in a team environment with co-workers, faculty, and others; ability to work independently as well as part of a team.

Required Skill/Ability 2:

Detail-oriented and well-developed organizational, analytical and interpersonal skills. Ability to multi-task effectively with demanding time constraints; ability to work well under pressure with conflicting demands, deadlines, and emergencies.

Required Skill/Ability 3:

Demonstrated willingness to absorb incidental responsibilities and contribute to special projects to ensure the smooth functioning of the office.
Demonstrated experience with invoices, expense reports and purchasing.

Required Skill/Ability 4:

Excellent attendance and professional judgment. Ability to handle sensitive information in a confidential manner.

Required Skill/Ability 5:

Demonstrated knowledge and ability to use Microsoft Office software applications, including Teams, Outlook, Word, and Excel with the proven ability to compile database extractions; ability to evolve with the ever-changing computing environment.

Preferred Education, Experience and Skills:

Min of 1 year related work exp. Exp working with faculty, staff and students. Exp working with restricted funds including Endowments, Gifts, and Sponsored Awards; knowledge for University policies and procedures. Proficiency with Workday financials, Power BI Report Server and Microsoft Office applications. Interest in forestry or the environment. Exp working in the YSE Business Office. 

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus