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Staff Accountant

2 months ago

Durham, North Carolina, United States Duke University Full time
Job Summary

This position is fully engaged in the review and approval process for Alumni Engagement & Development (AED) and is primarily responsible for reviewing Shopping Carts, Online Check Requests, Concur Expense Reports, JVs, and Reconciliation for ~15+ cost centers and 180+ cardholders while ensuring compliance with Duke University Financial Services, to maintain the complexity and integrity of the data, and to supervise (dotted line) the day-to-day transactional activity of the Staff Assistants as it pertains to Finance. This position reports to the Business Manager, Finance.

Key Responsibilities
  • Concur Department Approval
    • Use the Untimely/Outstanding Reports to monitor, review and approve by verifying the accuracy of General Ledger (GL) Code, Cost Center, and Allowable/Allocable nature of each Concur Expense Report for ~ 24 + cardholders (volume for travel and non-travel expense reports for AED employees may vary between 50 to 200 expense packets generated monthly and over 1,200 + individual receipts).
    • Serve as the Concur gatekeeper for AED to control, monitor and maintain the integrity of the data on the front end (before it is posted to general ledger) to ensure compliance with university procedures, policies, and a clean ledger for AED.
    • Review and verify each cost center for accuracy for appropriate documentation before continuing the Concur workflow.
    • Process Corporate Card application, disseminate corporate cards to cardholders, and hold monthly orientation trainings per Duke guidelines.
    • Interact with the Duke Concur Team to update Expense Delegates.
    • Work in conjunction with HR/Finance Customer Services Manager to interact with Employee Travel & Reimbursement (ER&R) to resolve all issues as it pertains to the Concur Expense Reports.
  • Shopping Carts
    • Review and verify the accuracy of GL Code, Cost Center, and Allowable/Allocable nature of each shopping cart (volume for Shopping Carts may be 25 to 75 + items per month).
    • Serve as a resource to AED HR/Finance Customer Services Representatives.
    • Review and verify the vendor information (Physical address, remittance address, business name, etc.) is accurate for each shopping cart and each invoice matches SAP R/3 database.
    • Where applicable, review and verify the Independent Contractor Checklist (ICC) and (Outside Services Agreement OSA) are signed /dated by the vendor. This also includes all financial documentation required per the guidelines as outlined in the Duke purchasing GAAPs.
    • Monitor shopping that exceeds $50K or greater for approved documentation.
    • Work in conjunction with HR/Finance Customer Services Manager to interact with Procurement to resolve all issues as it pertains to the shopping cart.
    • Serve as the gatekeeper for AED to control, monitor and maintain the integrity of the data on the front end (before it is posted to general ledger) to ensure compliance with university procedures, policies and a clean ledger for AED.
    • Process quantity blocks for purchase orders that cannot be paid due to invoice issues.
  • Online Check Requests
    • Review and verify the accuracy of GL Code, Cost Center, and Allowable/Allocable nature of each Online Check Requests (volume for Online Check Requests may be 25 to 75 + items per month).
    • Review and verify the vendor information (Physical address, remittance address, business name, etc.) is accurate for each invoice and matches SAP R/3 database.
    • Make sure there are available funds on the budget for the Online Check Requests.
    • Where applicable, review and verify the Independent Contractor Checklist (ICC) and (Outside Services Agreement OSA) are signed /dated by the vendor. This also includes all financial documentation required per the guidelines as outlined in the Duke purchasing GAAPs.
    • Monitor Online Check Request that exceeds $50K or greater for approved documentation.
    • Work in conjunction with HR/Finance Customer Services Manager to interact with (A/P) Accounts Payable to resolve all issues as it pertains to the Online Check Requests.
    • Serve as the Online Check Requests gatekeeper for AED to control, monitor and maintain the integrity of the data on the front end (before it is posted to general ledger) to ensure compliance with university procedures, policies and a clean ledger for AED.
  • Reconciliations
    • Review and Approve 48+ AED cost centers for reconciliation on or before the 30th of the following month.
    • Review and verify each cost center has uploaded their reconciliation for each current fiscal year period before signing off on reconciliation packets.
    • Perform Journal Vouchers in the same period to correct cost centers, g/l accounts, etc.
  • Journal Vouchers
    • Review and Approve 48+ AED cost centers for Journal Vouchers (JV) on or before the 25th of the current month.
    • Review and verify each cost center for accuracy for appropriate documentation before signing off on Journal Voucher as per Duke Guidelines and Policy.
  • Other Tasks
    • Work in conjunction with HR/Finance Customer Services Manager to coordinate a suitable presentation for the monthly Transactional Initiator (TI) meeting.
    • Conduct Alumni Engagement and Development (AED) Finance Transactional Initiator Orientation.
    • Conduct Corporate Card Application Meeting.
    • Use SAP to review and research transactions.
    • Respond to emails in a timely manner; three business days.
    • Perform other related duties incidental to the work described herein.
    Requirements
    • Creative Problem Solving
      • Create new and valuable ideas and use these ideas to solve problems and develop improved processes and methods.
    • Expressing Ideas Orally and in Writing
      • Have strong verbal and written communication skills.
      • Ability to communicate ideas, thoughts, and facts orally and in writing.
      • Speaking using correct grammar, appropriate body language, proper tone and inflection, recognizing non-verbal cues, and respecting the audience to effectively communicate ideas.
      • Using proper spelling, sentence and document structure, accepted document formatting, and special literary techniques to communicate a message in writing.
    • Planning and Prioritizing
      • Ability to balance many transactions and manage by prioritization.
      • The ability to plan, organize, and prioritize work; effectively by managing multiple tasks or projects.
    • Teamwork
      • Foster positive work relationships through inclusive team approach.
      • Create an environment for stretching beyond what was thought possible.
      • Seek input and involvement of those affected by decisions.
      • Accept responsibility and accountability.
      • Place team goals above personal goals.
    • Attention to Detail
      • Values and ensures thorough and accurate information.
      • Organizes and delivers information in a clear and concise manner.
    • Continuous Learning
      • Show a commitment to continuous learning and improvement of self, others, and Duke practice.
    • Financial Acumen
      • Understands Duke's financial terms and principles, paying close attention to the financial impact when making decisions.
      • Uses Duke's resources responsibly.
    Education and Experience

Work generally requires a bachelor's degree in Accounting, Business or a directly related field.

No experience required for candidates who possess a Bachelor's degree in a field of study related to the specific position OR have four years of directly related experience without a Bachelor's degree.