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The Senior Accounting Assistant plays a critical role in the fiscal aspect of the Libraries’ collection budget.  This individual is responsible for the day-to-day routine activities of the department.  These include invoice payment, financial tracking and account reconciliations.    The individual is also responsible for reconciliation of purchasing cards, wire transfers and vendor deposit accounts.  Responsibilities also include requesting and processing vendor application forms to have them included in the University authorized vendor network.  Additionally, the position calls for reconciliation of vendor statements.  This individual maintains a register of invoices to be reconciled with the Libraries’ financial system, reconciles with the University financial system, and prepares journal entries to transfer funds between accounts.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Payment Processing (45%)

Sorts and classify invoices by typeVerifies invoice information: fund code, proper account to be charged, authorization for payment, and materials receiptDetermines proper payment method: purchase order, PZY (authorized University vendor), wire transfer, purchasing card, deposit accountAssigns authorized vendor number, and coordinates vendor approval as necessary through completion of the required vendor application and IRS W-9/W-8 tax formsPrepares required paperwork for selected payment processing method, and submits to Workday for processingCompletes invoice payment information in Library financial systemAdheres to University and unit-level policies and procedures and safeguards University assets.

Reporting and Reconciliation of Accounts (45%)

Updates purchasing card transactions monthly in Workday, and completes compliance report for each cardholder monthlyMonitors deposit account balances for all deposit accounts, and complete a monthly transfer of EBSCO expenditures as needed to reflect correct subaccountsCompletes monthly reconciliation of Library financial system and WorkdayPrepares journal entries as required to make transaction correctionsPrepares final reconciliation at the end of the fiscal year

Communications, Relationships and Services (10%)

Acts as business contact with Accounts Payable, Purchasing and external vendorsMaintains helpful and supportive customer service with all library customers.Assists Continuing Resources Acquisitions & Accounting Sr. Manager with projects and statistical reportsOther duties as assigned

WORKING RELATIONSHIPS

Supervision ReceivedThis position reports to the Continuing Resources Acquisitions & Accounting Sr. ManagerSupervision GivenThis individual may supervise student assistants and provide training to support staffLevel of ContactsThis individual works closely with the Continuing Resources Acquisitions & Accounting Sr. Manager, Monograph Acquisitions & Processing Librarian, the Acquisitions Coordinator, and Director of Technical Services to resolve issues relating to fiscal managementThis individual works with all levels of library faculty, staff and student employees.  In all contacts, the incumbent is expected to be professional and courteous.

MINIMUM QUALIFICATIONS (Education, Experience, Skills, Training)

High school diploma; Associate’s degree preferredMinimum 3 years of relevant experience. Any relevant education, certifications and/or work experience may be consideredKnowledge of generally accepted accounting procedures and principlesExperience in a library acquisitions operation, or a minimum of one year experience in bookkeeping/accountingAnalytic and critical thinking skillsAptitude for accuracy and detailAbility to work cooperatively and productively with othersAbility to work independently in a team environmentGood oral and written English language communication skillsExcellent organizational skillsProficiency in Word Office Suite productsExperience with Adobe Acrobat

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

Job Status:

Full time

Employee Type:

Staff

Pay Grade:

A4