What are the responsibilities and job description for the Accounting Assistant position at Vanderbilt University?
Position Summary:
The Accounting Assistant, a member of the Facilities Business Operations Center team, performs accounting tasks in a varied and highly complex environment exercising a high degree of judgment in selecting and applying guidelines and policy. Many duties involve access and use of confidential information.
An employee in this position enters, processes, and reconciles a wide variety of financial transactions such as purchase requisitions, invoices, vendor statements using a variety of university and departmental software systems and spreadsheets.
About the Work Unit:
Facilities annual budget exceeds $100 million in operating expenses and includes 500 employees. Facilities manages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire Facilities department, in the areas of Finance, Employee Engagement, Systems, Communications and General Administration.
Duties and Responsibilities:
Purchase Requisitions
- Accurately and thoroughly enter requests for purchase requisitions into the Oracle system.
- Track approval process including answering any questions from approvers and following up as needed to ensure timely processing of purchase orders.
- Send notification to applicable parties once purchase order has been implemented.
Invoices
- Review invoices to verify accuracy and completeness, including checking labor rates or other specific line details against the work contract or details related to a lease agreement.
- Coordinate with operational and project managers to confirm work has been sufficiently completed and payment can be issued.
- Follow up with Payment Services to investigate and resolve any delays in payment processing.
- Log invoices into applicable systems (e.g., work order system).
Utilities and Permits
- Download utility bill from utility provider websites several times per week.
- Log utility bills into the system, ensuring accuracy of the invoice.
- Prepare, process, and maintain records for payments required to the State of Tennessee including boilers and other various permitting needs.
Supervisory Relationship:
This position does not have supervisory responsibilities. This position reports administratively and functionally to the Senior Financial Unit Manager for VUMO.
Education and Certifications:
- Associate degree
- Three (3) years of experience in a related environment
- Experience with facilities operations is preferred.
Experience and Skills:
- Demonstrated skill in using Microsoft Office suite of applications, especially Excel.
- Clear communication skills.
- Effective organizational skills and must be able to track many outstanding issues simultaneously.
- Requires strong documentation and follow up skills.
- Experience with work order management (AiM) preferred.
- Experience with enterprise general ledger (Oracle) preferred.
Salary : $20 - $125
