Executive Accounts Specialist - Continental Scientific Drilling Facility

Company: University of Minnesota
Location: Saint Paul
Posted on: January 23, 2023

Job Description:

Apply for JobJob ID352600
LocationTwin Cities
Job FamilyLR-Clerical
Full/Part TimeFull-Time
Regular/TemporaryRegular
Job Code1888
Employee ClassAFSCME Unit 6 - Clerical
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Executive Accounts Specialist
Continental Scientific Drilling Facility
Job code 1888

Position Description:
50% Account review, processing, and reporting (essential)

• Prepare and process financial journal entries and transactions for the unit (daily, mid-year, and year-end).
• Research, analyze and resolve general accounts transaction problems.
• Prepare budgets and reports for approval that meet the needs of the individual PI (primary investigator) or business manager.
• Regularly review and analyze sponsored accounts.
• Verify grant/contract, ESO/ISO compliance (External and Internal Sales).
• Provide assistance for the maintenance and development of process improvements of financial database.
• Prepare forms required for sponsored project submission.
• Prepare financial data for ESO/ISO audits.
• Regularly run financial queries and reports.
• Communicate and coordinate with staff from multiple departments and colleges to meet requirements and deadlines.
  25% Purchasing (essential):
  • Reconcile and assure proper use of procurement cards for self and other staff members while verifying all procurement card transactions are accurately rebilled to the customer.
  • Must maintain eligibility for procurement card in order to remain in this position.
  • Prepare expense reimbursements forms for staff and visitors. Obtain necessary information. Submit reimbursements and maintain unit records. Act as a resource for staff and visitors regarding reimbursement policies and procedures.
  • Serve as liaison between the unit and College cluster for Accounts Payable & Accounts Receivables.
  • Maintain product and vendor information database.
  • Order supplies (office, lab, special order, etc.).
  • Check-in and register supplies as received.
    20% Invoicing (essential):
    • Review internal and external sales orders to assure compliance with University policies.
    • Work with customers and the Office of Risk Management to develop contracts with external sales customers. Act as a resource for staff and customers regarding external sales policies and procedures.
    • Check invoices against price quotes.
    • Prepare invoices requests for the College financial cluster.
    • Work closely with staff to gather all administrative information required.
    • Act as the point of contact for customer questions concerning invoices.
    • Work closely with a diverse group of customers to answer any invoicing questions.
    • Maintain customer information database.
      5% Other duties as assigned
      • Develop computer-assisted processes, guidelines, procedures or tools.
      • Attend financial meetings and other university functions to keep current on changes and updates related to finances (participate in FSUN membership and attend ISO-ESO training seminars).
      • Other financial duties as assigned.
      • Assist with workshop/conference planning
        Supervision is readily available although the employee will work independently much of the time.
        Qualifications
        
        
        Require Qualifications:
        • High school diploma/GED and four years of general accounts transaction experience. Training may be substituted for some of the years of experience. Specific knowledge/skills may be required.
        • Addition to standard required qualifications: Experience with PeopleSoft EFS accounting system (can obtain in a trainee* role once hired).
          • *Trainee: You may be hired for this position, but must pass the required training to gain access to EFS (University's financial system) within three months of hire, or you would no longer be able to hold this position.
            Preferred Qualifications:
            • Demonstrated/Documented experience working with spreadsheets, databases (FileMaker and P6), email clients, web browsers, word processing documents, Google Calendar, Google Docs, and pdf forms.
            • Demonstrated/Documented experience working non-sponsored programs and sponsored projects accounting procedures at an academic institution.
            • Demonstrated/Documented experience processing travel reimbursements while following proper travel arrangement and reimbursement procedures.
            • Technical and Problem Solving - understands general accounting functions and requirements. Able to reconcile reports and challenge potential issues based on knowledge of University policy. Use systems effectively to reconcile and report.
            • Oral and Written Communication - Ability to interpret and explain University financial policies. Respond timely to questions and emails. Proactively inform supervisor of potential financial or other critical issues. Experience with writing clean, concise messages with accurate spelling, punctuation, and grammar.
            • Experience with making travel arrangements while following proper travel procedures and protocols.
            • Experience with sponsored research accounting
            • Demonstrated/Documented Professionalism and Time Management - Uses time wisely to accomplish work duties. Displays good organization and prioritization skills.
            • Demonstrated ability to work with a team of colleagues who represent a diverse work and conflict resolution styles.
            • Recognize a diversity of problem-solving skills and how they can lead to better solutions.
              About the Department
              
              
              The Continental Scientific Drilling (CSD) Facility is part of the University of Minnesota College of Science and Engineering in the School of Earth & Environmental Sciences. Funding for the CSD Facility is provided by the National Science Foundation. The CSD Facility provides leadership and services for the communities of scientists requiring drilling, coring, and subsurface surveys and monitoring on Earth's continents, on land and in lakes, serving hundreds of research projects annually.
              Benefits
              
              
              Working at the UniversityAt the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.The University also offers a comprehensive benefits package that includes:
              • Competitive wages, paid holidays, and generous time off
              • Continuous learning opportunities through professional training and degree-seeking programs supported by the
              • Low-cost medical, dental, and pharmacy plans
              • Healthcare and dependent care flexible spending accounts
              • University HSA contributions
              • Disability and employer-paid life insurance
              • Employee wellbeing program
              • Excellent retirement plans with employer contribution
              • Public Service Loan Forgiveness (PSLF)
              • Financial counseling services
              • Employee Assistance Program with eight sessions of counseling at no costPlease visit the for more information regarding benefits.
                How To Apply
                
                
                Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).
                Diversity
                
                
                The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.
                Employment Requirements
                
                
                Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.
                
                Please note: All employees at the University of Minnesota are required to comply with the University's Administrative Policy: COVID-19 Vaccination and Safety Protocol by either providing proof of being fully vaccinated on their first day of employment, or complete a request for an exemption for medical exemption or religious reasons. To learn more please visit:
                About the U of M
                
                
                The University of Minnesota, Twin Cities (UMTC)The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.
                

Keywords: University of Minnesota, St. Paul , Executive Accounts Specialist - Continental Scientific Drilling Facility, Accounting, Auditing , Saint Paul, Minnesota