| Job Description: |
Financial Reconciliation, Audit, and Compliance
Independently performs reconciliation and financial review activities for assigned ChartFields/FDM worktags to maintain the integrity of College financial records and support internal controls, audit readiness, and regulatory compliance. Responsibilities include:
- Reconcile assigned ChartFields/FDM worktags and analyze financial activity to verify that revenues, expenditures, transfers, and other transactions are accurately recorded.
- Investigate discrepancies, unusual transactions, and accounting variances and determine appropriate corrective action within established policies and procedures.
- Analyze supporting documentation and financial system activity to substantiate account balances and transaction accuracy.
- Initiate or coordinate corrections necessary to resolve identified accounting discrepancies.
- Monitor assigned financial activity for compliance with University and College policies and established internal controls.
- Maintain reconciliation documentation and financial records sufficient to support internal and external audit requirements.
- Perform financial review and documentation activities associated with the annual Fund 211 Certification Audit.
- Research and respond to Foundation audit requests and other financial or audit inquiries.
- Respond to reconciliation, documentation, and financial information requests from applicable core offices.
- Provide financial analysis and documentation supporting regulatory compliance reporting as directed by the Assistant Director of Finance.
- Provide Department Financial Transaction Review dashboard (DFTR) assistance to the designated functional lead, including research and analysis of financial activity as needed.
- Assigned reconciliation responsibilities exclude Advancement, COE IT, and EduGator unless otherwise directed.
- Actively participate in monthly accrual accounting processes and fiscal year closeout.
Procurement Accounting and Transaction Administration
Performs procurement-related financial activities for assigned College units, applying University policies and accounting requirements to ensure transactions are accurate, appropriately documented, and recorded to the correct financial dimensions. Responsibilities include:
- Review procurement requests and supporting documentation for accuracy, completeness, appropriate business purpose, and compliance with University and College requirements.
- Evaluate accounting information, including applicable PeopleSoft chartfields and Workday FDM worktags and funding sources, to support accurate recording of expenditures.
- Verify supplier information and supporting documentation prior to transaction submission.
- Identify discrepancies, incomplete documentation, or potential compliance concerns and determine appropriate corrective action or escalation.
- Research and resolve procurement transaction issues in collaboration with College units, suppliers, and applicable core offices.
- Perform E-Learning, Technology and Communications (ETC) transaction activities included within assigned procurement responsibilities.
- Assist in streamlining the household move relocation process for newly hired faculty in collaboration with Procurement. Process move-related requisitions, review and process invoices from moving contractors, and ensure timely and accurate payment of relocation expenses.
- Maintain documentation necessary to support the financial record and subsequent reconciliation or audit activities.
- ETC transaction processing is included within this responsibility; broader ETC functional support is excluded.
Cash Transfers, Accounting Corrections, and Scholarship Support
Performs accounting activities related to cash transfers, general ledger corrections, designated program funding, and scholarship financial administration. Responsibilities include:
- Review financial activity and determine appropriate accounting treatment for cash transfers and expense corrections within established University guidelines.
- Analyze transactions already posted to the general ledger to identify and facilitate necessary accounting corrections.
- Prepare and support cash transfers associated with designated programs, including cash transfers and cost correction journals.
- Transfer cash commitments to appropriate cost centers based on established funding requirements.
- Verify funding sources (Chartfield/FDM worktags), amounts, and supporting documentation prior to transaction submission.
- Research discrepancies associated with transfers or corrections and coordinate resolution with appropriate College or core-office stakeholders.
- Maintain documentation supporting accounting corrections and transfers for reconciliation and audit purposes.
- Provide scholarship-related financial support as needed, including transaction review, reconciliation, and resolution of financial discrepancies.
Travel and Procurement Financial Review
Serves as a financial reviewer for designated travel authorization, spend authorization, expense reports and procurement activity and contributes to the College's internal control environment by evaluating transactions prior to final approval or posting. Responsibilities include:
- Review Spend Authorizations, Expense Reports, and procurement transactions for financial accuracy, allowability, appropriate funding, documentation, and compliance with University and College requirements as directed by the Accounting Specialist.
- Analyze transactions for inconsistencies, errors, or potential compliance concerns.
- Determine whether transactions meet established financial requirements or require correction, additional documentation, or escalation.
- Communicate identified issues and required corrective actions to departmental fiscal contacts and other stakeholders.
- Assist Accounting Specialist with college department staff in adopting and implementing best practices, improving processes, and fostering a culture of service excellence.
- Apply consistent financial review standards to support the accuracy and integrity of College financial records.
- This responsibility does not include PCard transaction review, although this position may be involved in management assistance with respect to the PCard, commodoties card and travel card inventory.
Travel Accounting and Transaction Administration
Performs financial review and administration of College travel transactions, including Spend Authorizations and Expense Reports. Responsibilities include:
- Evaluate Concur Travel Authorizations and Workday Spend Authorizations and Expense Reports for financial accuracy, appropriate funding, business purpose, and required documentation.
- Apply University travel policies and procedures when determining the appropriate handling of travel related expenditures.
- Verify accounting information and funding sources prior to transaction submission.
- Identify and resolve discrepancies or documentation deficiencies with travelers and departmental contacts.
- Maintain appropriate financial documentation to support reconciliation and audit requirements.
Deposit Accounting and Cash Management
Performs deposit-related accounting activities and supports accurate recording of College revenue and other cash receipts. Responsibilities include:
- Review deposit documentation and accounting information for accuracy and completeness.
- Verify appropriate financial coding and supporting documentation prior to submission.
- Research and resolve discrepancies associated with deposits and recorded financial activity.
- Maintain appropriate supporting documentation for reconciliation and audit purposes.
- Serve as a liaison between the COE Business Office and applicable core offices regarding deposit activity.
Other Duties as Assigned
Provides additional accounting, fiscal, compliance, and administrative support based on the operational needs of the COE Business Office. Responsibilities may include:
- Support Wireless Communication Device Allowance (WDA-related activities as assigned.
- Review applicable financial and administrative forms for completeness, accuracy, and required information.
- Research and assist with resolution of non-routine financial issues as assigned.
- Assist with implementation of changes to financial procedures, documentation requirements, and internal controls.
- Serve as backup to the Facilities Operations Specialist for any extended absences
- Perform other accounting and fiscal duties as assigned.
|
