What are the responsibilities and job description for the Financial Assistant - School of Public Health position at Virginia Commonwealth University?
Summary:
The School of Public Health is searching for a Financial Assistant reporting to the Director for Finance and Administration. The financial assistant will provide fiscal and budgetary operations support to 4 departments in the school. This position performs fiscal duties including financial reconciliations, procurement functions and post-award grant management support. This position will ensure timely reconciliation of expenses procured through purchasing card, RealSource, internal transfers, etc. Other responsibilities include serving as back up to the day-to-day purchasers, travel reimbursements, fiscal risk management through internal controls and data accuracy verification.
Core Responsibilities:
Reconciliation of departmental indices (50%)
Management of Monthly Department-Specific Fiscal Duties (40%):
Risk Management (10%):
The School of Public Health is searching for a Financial Assistant reporting to the Director for Finance and Administration. The financial assistant will provide fiscal and budgetary operations support to 4 departments in the school. This position performs fiscal duties including financial reconciliations, procurement functions and post-award grant management support. This position will ensure timely reconciliation of expenses procured through purchasing card, RealSource, internal transfers, etc. Other responsibilities include serving as back up to the day-to-day purchasers, travel reimbursements, fiscal risk management through internal controls and data accuracy verification.
Core Responsibilities:
Reconciliation of departmental indices (50%)
- Perform monthly reconciliations for various accounts, ensuring all transactions are accurately recorded and any discrepancies are identified and resolved in a timely manner.
- Investigate and resolve discrepancies between internal records and external sources (e.g., bank statements, credit card statements, vendor invoices) by communicating with relevant departments or external vendors.
- Prepare and maintain detailed reports and documentation related to account balances, reconciliation activities, and financial processes for audits and management review.
- Assist with year-end closing processes, including ensuring that all account reconciliations are completed, reviewed, and submitted within established deadlines.
Management of Monthly Department-Specific Fiscal Duties (40%):
- Process vendor invoices and other financial transactions, ensuring that they are properly documented and approved. Assist with the preparation of payment requests and follow up on outstanding payments.
- Maintain organized records of financial transactions, including receipts, invoices, purchase orders, and contracts. Ensure all documents are properly filed and readily accessible for audits or reporting.
- Manage travel logistics for faculty, staff and students, including booking flights, hotel accommodations, rental cars, and other travel-related services, in compliance with the university travel policies and guidelines.
- Key fiscal transactions such as journal vouchers, encumbrance removals and other actions. Ensure all data is accurate and up-to-date for proper account management.
- Serve as a purchase card holder. Perform timely reconciliation of expenses procured through purchasing card.
- Provide grants management post-award support to the research administration team.
Risk Management (10%):
- Demonstrate a commitment to risk assessment (considering cost, benefit, and impact).
Utilize identified internal control mechanism - Practice routine data accuracy verification
- Keep division leadership appraised of activities, issues, and relevant concerns.
- Assist with ARMICS testing
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer
