Financial Assistant

3 weeks ago

Evanston, United States Northwestern University Full time

Provides day-to-day financial & accounting support using an advanced knowledge of applicable skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.

Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations.

Provides administrative &/or clerical support.

Accounting policy & procedure

Accounts payable

Accounts receivable

Additional/special pay

Analysis

Appropriation charges

Audit

Balancing

Bank deposits

Benefits accounting

Budget

Business continuity planning

Capital spending

Cash receipt

Chart &/or account coding

Cost accounting

Creating new accounts

Endowment and gift accounting

Expense reimbursement

Financial StatementsForecasting

Grants &/or awards

Journal &/or ledger

Payroll

Procurement card program

Purchase orders

Recharge

Reconciliation

Risk accounting

Reporting

Salary administration

Student accounts

Student funding

Transfer charges

Wire transfers

Please note: Supervisor provides objectives & deadlines. Work is reviewed for fulfillment of objective & deadlines & overall compliance with policy & procedures. EE completes some activities without direction, informing supervisor only of potentially controversial matters, &/or far-reaching implications.

Flexible remote work: This position is eligible for remote work and more information will be discussed during the interview.

**Specific Responsibilities**:

- Analysis, Statements & Reporting:_
- Prepares account, budget, cost, expenditure &/or funds analysis.
- Completes monthly reconciliations for assigned professors for chart strings in the department.
- Provides reports to managers/PIs in tracking payment status & notification when balances & activities do not comply with policy, procedures or are inadequately prepared.
- Creates reports & queries; reviews for incomplete records, data entry errors, &/or accounting mistakes.
- May analyze open encumbrances that are no longer valid & recommend appropriate modifications to ensure smooth processing of financial transactions.
- Transactions:_
- Completes & maintains transactions in enterprise systems.
- Provides review and oversight of all types of financial transactions some of which may be complex in regard to size or duration of account.
- Reviews; ensures approval based on alternatives regarding practice & policy.
- Troubleshoots problems.
- Performs vendor/account research as needed.
- Obtains additional information from or provides instruction & guidance for customers/vendors; corrects or escalates.
- Provides financial policy interpretation to determine the validity of customer requests & ensure compliance.
- Enters information into database.
- Records and reconciles external revenue for department core facilities.
- Grants &/or Awards:_
- Provides assistance regarding grant financial administration such as preparing financial information for grant submission.
- Completes post award accounting.
- Sets-up sub-contracts &/or start-up research accounts.
- Closes grants.
- Approves expenditures on travel, consulting &/or equipment, along with various forms, such as Intra Institutional Vouchers, Requests for Accounting Corrections, the Research Assistant and Scholarship Appointments, &/or payroll adjustments, in accordance with granting agency guidelines & University policies & procedures.
- Processes subcontract payments according to rules & regulations of granting agencies.
- Reconciles subcontract payments.
- Completes pre
- and post-certification of effort reporting for staff on a quarterly basis.
- Provides effort and payroll information to
- Verifies payroll funding entries.
- Corrects charges to various accounts.
- Payroll:_
- Verify timesheets for staff have been approved by the biweekly deadline
- Enter in graduate student stipend and tuition into Student Enterprise System and training grant appointments in xTrain (if applicable) on a quarterly basis.
- Update graduate student spreadsheet when any change is made to the appointment or funding.
- Change funding for staff in myHR when requested by the faculty.
- Keep detailed records of any changes and additions for staff in personnel file.
- Process journals for staff and students as needed or when they appear on the suspense account.
- Work with department faculty to process new hires, temporary employees, reappointments and visas
- Administration:_
- Provides excellent customer service, over the phone and in person answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
- Instructs & advises regarding options and appropriate courses of action & follows-up inquiries to ensure customer satisfaction.
- Provides administrative support in regard to HR matters such

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