West Virginia University Statler College of Engineering and Mineral Resources is currently accepting applications for an Accounting Assistant II.
The Lane Department of Computer Science & Electrical Engineering at West Virginia University is seeking applications for an Accounting Assistant II. Provides professional accounting and administrative support services by applying principles of accounting in examining, compiling, analyzing and interpreting financial information. Support functions include purchasing, accounts payable, travel reimbursement, and Procurement Card Management for State, Federal, Research Corporation and WVU Foundation funding sources. Serves as custodial contact for LCSEE Asset Management (Inventory).
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
- 37.5-hour work week – check with HM before you use this as some will not be 37.5 hours and they do not want this included
- 13 paid holidays (staff holiday calendar)
- 15 annual leave (vacation) days per year or more based on years of service (employee leave)
- 18 sick days per year
(for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
- WVU offers a range of health insurance and other benefits
- 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
- Wellness programs
14What you'll do:
- ACCOUNTS PAYABLE AND TRAVEL: Prepares and submits various accounting forms to process direct payment for State, Federal, and Research Corporation and WVU Foundation Funds. Complies with guidelines set by the State of WV, WVU, WVU Research Corp and WVU Foundation. Communicates with CSEE Faculty and staff as well as outside vendors to ensure invoices are being processed and finalized in a timely manner. Prepares and verifies Supplier (Vendor) registration and funding information through Mountaineer Marketplace and/or MyExpenses. Completes all on-line requisitions through Mountaineer Marketplace for approval by Department Chair and CEMR EBO. Assist in the year-end and grant expiration closeouts, initiating cancellations, finalizing open orders and other actions as necessary to finalize transactions and close out accounts. Acts as a liaison to faculty and staff on financial matters regarding on line requisitions, direct pays and ProCard transactions. Serves as a Tier 2 level person for MAP modules for Accounts Payable/Purchasing, General Ledger and Grants Management.
- Processes in-state, out-of-state and foreign travel through MyTravel for faculty, staff, students, and guests. Secures and
verifies the required approvals and documentation of expenses for each trip from the traveler, checking GL String and
POETA or Foundation account on the appropriate expense settlement form for the traveler and follows up to ensure
payment is made to the traveler. Obtains original passenger receipts and itineraries immediately upon trip return
for documentation. Submits direct bill invoices using multiple funding strings for each fund type. Works proactively
with travelers to obtain a refund/exchange notice form. Coordinates travel arrangements with the traveler and makes
arrangements for guests including faculty candidates, guest speakers, and attendees of departmental events. Serves as
the sole source of information of travel by explaining all policies pertaining to travel to faculty, staff, students and guests
of the department. Coordinates travel arrangements through airlines, rental agencies, etc. including international travel
where receipts must be converted to US dollars before submitting for payment. This position must stay apprised of all
current travel policies, implement them, and inform all faculty, staff and students of the changes. Travel is completed for
payment through MyTravel and through ProCard software. Monitors expenditures to ensure availability of funds and those
transactions are performed within the guidelines of the University, Foundation, and grant/contract policies. Responsible
for attending all Procurement User Group Meetings to stay current on all policy and procedures as well as the applications
and renewal process and adjustment process related to line authority and transaction totals. Maintains contact with
external/internal vendors via face-to-face meetings, telephone, email and in writing.
- PROCUREMENT CARD MANAGEMENT: Back up to Office Administrator for State and Research Corporation Department
Cardholder Coordinator (DCC) for allowing and making purchases on the ProCard. Maintains required transactions
through MyExpenses, processing weekly transactions, when needed, attaching required itemized receipts and appropriate
state or research funding. Obtains itemized receipts for allowable purchases within 48 hours from cardholders. Sole
person in LCSEE with WVU Foundation ProCard and makes purchases, as requested, processing transactions in
Foundation Services (Chrome River) with appropriate WVUF funding. Retains information and documentation for two
years after the transaction date for audit purposes.
- Notifies the WVU Procurement Card Office of any vendor that does not accept procurement cards. Participates in on-line
State WVU Departmental Card Coordinator (DCC) training sessions and enforces policies and procedures. Assists with
the procedures with Procurement and Accounts Payable related to the Procurement Card Process for the Department,
including grants, contracts, state appropriated funds, foundation funds and revenue generated funds. Assists in providing
documentation during an audit to Business Services, Research and Tax Accounting, Capital Asset and Debt Accounting.
- GRANT AND STATE ACCOUNT FUNCTIONS: Performs detailed audits on State expenditures and serves as primary
back-up on the Grant expenditures. Verifies that expenditures posted to the University accounting system correspond
to the department spreadsheet. Verifies that all agency requirements have been satisfied and all State, University,
Research Corp and Foundation policies and procedures are followed. Respond to audit findings, which often leads to
the development of new policies and/or procedures. This function is carried out through auditing which goes beyond a
superficial examination of data information. It requires the application of the principles of accounting to examine, analyze,
question and interpret accounting data to determine how and why errors were made, and advises Office Administrator
and Chairman on corrective action necessary to prevent future problems from developing. Performs detailed monitoring
and auditing of State funds and serves as primary back-up on the Grant funds. Responsible for notifying the Office
Administrator and Principle Investigator of any difficulty with funding administration. Designs, establishes and maintains
financial ledgers (Excel spreadsheets) on State funds as well as some of the grant funds. These ledgers are used to
provide the department and the principal investigators detailed accounting information.
- INVENTORY: Process Inventory forms and tags equipment upon receipt. Updates inventory information in MAPPROD as
needed. Maintains file of inventory tags. Completes inventory form and completes off-campus equipment utilization form
as well as surplus equipment forms. Assist with Statler CEMR Physical Inventory, when necessary.
- Associate ' s Degree in business, accounting, or financial fields. Bachelor ' s Degree in Business related field preferred. An equivalent combination of education or experience may be considered.
- A minimum of two (2) years in the following:
- Directly related experience, preferably in a University/College setting.
- Experience working in a position requiring great attention to detail.
- Experience working in a position that requires confidentiality.
- Knowledge of basic accounting principles and knowledge of automated accounting systems, including oral and written communication skills necessary to explain and adhere to policies and procedures.
- Related experience in working with and editing information in various formats, both financial and administrative.
- Experience in business applications (e.g. Microsoft Office software suite, Mountaineer Marketplace, MyExpenses, MyTravel, Chrome River, WVUF Disbursement Services, MAP/ORACLE) with a high level of accuracy in using software.
- ContracUgrant accounting experience.
- Experience in cash handling.
- Experience working in a team environment with a variety of personnel under time constraints and pressure.
- Experience in working with contacts from foreign countries
- Demonstrated knowledge of principles and practices of fiscal management.
- Demonstrated knowledge of budget management to interpret accounts for budget control.
- Working knowledge of grant management for assistance in payment of allowable expenditures with grant awards.
- Knowledge of complex field of sponsored research program funding, an understanding of regulatory, legal and compliance with issues in grant management.
- Knowledge of automated accounting systems (e.g. MAP, MyExpenses, Chrome River, etc.) as well as ability to accumulate and interpret data.
- Excellent verbal and written communication skills and strong attention to detail and accuracy.
- Professional demeanor when dealing with all, but especially demanding customers including excellent interpersonal skills.
- Knowledge of and ability to manipulate spreadsheets, forecast future spending, and maintain current budget data.
- Ability to set priorities, work independently, and carry out important assignments with short time lines.
- Demonstrated skill in operating business office equipment.
- Ability to rapidly acquire thorough knowledge of policies and procedures as needed to comply with departmental, college, University, State and federal regulations.
- Demonstrated ability to maintain confidentiality and protect the proprietary nature of information contained in the daily course of work.
- " Team Player " attitude needed.
This job has expired.
- Long periods of sitting are associated with the position and incumbent has discretion about walking, standing, taking a break, etc
- Walking to CEMR EBO, other departments, departmental offices
- Must possess the maturity and ability to work through difficult situations with a diverse range of personality types and nationalities. Situations can be stressful
- Driving to attend meetings, deliver paperwork, pick-up supplies, etc.
- Light physical effort is required that involves stooping, bending, lifting, carrying of files, copy paper, storage boxes, etc. (10-25 lbs)