Financial Assistant 4, Gift and Records Services

Position Focus :

The Gift and Records Services (G&RS) unit in the Office of Development is responsible for constituent record creation and maintenance, gift processing, digital storage of related correspondence, and customer service to internal staff and external constituents. Reporting to the Director, the Financial Assistant 4 is responsible for vital processes for credit card and assets and liabilities account reconciliation, electronic data processing of constituent biographical and financial data, support and back up coverage for grant processing, adjustments, acknowledgements, or designation set-up as needed. The Financial Assistant 4 works closely with Gift Administration, Information Technology Services (ITS), and other staff in Information Management and Donor Services to ensure accurate and timely processing.

The Financial Assistant 4 is responsible for the following : Reconcile the credit card clearing account to bank merchant accounts, prepare journals for corrections as identified to reconcile with Workday assets and liabilities activity reports, collaborate with Gift Administration staff to identify and resolve variances; Provide support for the review of transactions in the holding account for awaiting designation, collaborate with colleagues in Alumni Affairs & Development (AA&D) and the Controller’s Office to allocate funds in a timely manner, contribute to broader conversations about system improvements and data enhancements, work closely with Advancement Systems to troubleshoot issues, collaborate with gift officers on distributions, and create manual journal entries in Workday to reflect donor intent; Review various electronic data files and import biographical or financial transactions into the database, provide quality control and data integrity review of that data and prepare adjustment requests or other updates as needed; and Support data entry of constituent biographical updates, financial processing, and provide backup coverage for department gift transfers from Workday, grant processing and department email accounts when necessary.

The following Principal Responsibilities are generic in nature; applicants will find the information in this Position Focus to be most relevant.

Essential Duties

1. Drafts preliminary financial sections of proposals. 2. Reviews all proposals for accuracy, completeness, and compliance to grantor and University requirements and regulations. 3. Monitors, controls, and maintains financial activity of accounts. Ensures expenditures are posted to proper accounts. Identifies, researches, and corrects questionable expenditures. 4. Serves as the principal source of information on financial policies and procedures and financial activity. 5. Reconciles and analyzes financial statements. Prepares standardized and specialized financial reports and analyses. 6. Oversees and instructs support staff. 7. Oversees the maintenance of financial records and files. 8. Assists with the development and implementation of systems and procedures. 9. May calculate weekly payroll for department staff. 10. Performs clerical functions incidental to accounting activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required Skill / Ability 1 :

Advanced experience with Excel including data manipulation, creating and working with complex spreadsheets and pivot tables. Demonstrated facility and comfort with technology necessary to generate templates, data lists, and reports. Adequate understanding of database querying in a constituent relationship management (CRM) database.

Required Skill / Ability 2 :

Familiarity with GAAP financial rules with superior organizational skills to prioritize / multi-task in an environment with demanding time constraints. Well-developed interpersonal and problem-solving skills to provide support to a wide variety of staff and external customers. Willingness to learn new work assignments.

Required Skill / Ability 3 :

Superior communication and reporting skills. Ability to demonstrate accuracy and attention to detail, and to maintain strict confidentiality of information in a fast-paced environment.

Required Skill / Ability 4 :

Excellent attendance and punctuality history. Available to work scheduled hours onsite and during peak periods through holiday recess and early January, and during fiscal year-end closing in June and July.

Required Skill / Ability 5 :

Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race / ethnicity, profession, sexual orientation, etc.).

Preferred Education, Experience and Skills :

Proven experience in a university setting or fundraising organization.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.