Accounting Assistant, Office of the Dean, Gies College of Business

Gies Office of the Dean

Job Summary

Duties & Responsibilities

• Financial
  
  Assists in maintenance of internal expenditure tracking systems for college org level gift funds allocated to units across the college as part of their annual budget.
  
  • Performs monthly reconciliation of financial statements for college level funds and Gies Business Partners’ funds in accordance with University and College policies and procedures. Reviews monthly transactions for discrepancies and inappropriate transactions and reports any issues or concerns to supervising Assistant Director. Works with Assistant Director to resolve said issues or concerns.
  • Performs duties as Charge Code Reviewer for P-Card, T-Card and reimbursement expenses submitted in Chrome River that utilize college level funding sources. Determines that proper C-FOAP string is being used and that funding source is appropriate. Acts as Alternate Charge Code reviewer for Gies Business Partners units and sub-units as needed.
  • Assists in maintaining physical and electronic records of Gies Business Partners’ and College level financial documents in accordance with College and RIMS record retention policies.
  • Completes journal vouchers to correct transactions at the direction of the supervising Assistant Director.
  • Completes Department Deposit Forms and submits deposits to the University Bursar office.
  
  
• Inventory
  
  • Manage inventory and maintain records for non-Banner assets acquired by Gies Business Partners. Tags said assets and maintains up-to-date record of the location of these assets using an internal equipment database.
  • Responsible for shipment and retrieval of IT equipment to Gies Business employees with remote work agreements.
  
  
  • Performs duties as approver in FABweb for Gies Business Partners and, when needed, for sub-units within Gies Business. Submits work order requests for removal of surplus.
  • Assists Unit Contact with completion of Biennial Inventory for Gies Business Partners and sub-units.
• Administrative
  
  • Serves as Pinnacle Department Manager for Gies Business Partners placing work orders and service ticket requests and reviewing billing statements.
  • Serves as backup Unit Security Contact (USC) for Gies Business and as backup Department Card Manager (DCM) for Gies Business, excluding teaching units.
• Other Duties as Assigned
  
  • Including, but not limited to, occasionally providing phone and walk in coverage for Dean’s Office suite and answering questions from faculty, staff and students concerning policies and procedures.

Minimum Qualifications

• High school diploma or equivalent.
• Any one or combination totaling one (1) year (12 months) from the categories below:
  • Course work in accounting, as measured by the following conversion table or its proportional equivalent:
    • 6 semester hours equals one (1) year (12 months)
  • Course work in any discipline as measured by the following conversion table or its proportional equivalent:
    • 30 semester hours equals one (1) year (12 months)
  • Work experience in bookkeeping, office support, or closely related experience.

Knowledge, Skills and Abilities

• This position requires the use of judgment, initiative, and flexibility, as well as the ability to handle multiple tasks and deadlines under the general supervision of the Assistant Director. Proficient with or ability to learn University applications (Banner, P-Card, T-Card (TCS), Eddie/View Direct, My-UI-Financials, FABweb, Pinnacle, Chrome River), and Microsoft Office products (i.e. Word, Excel, Outlook). Strong attention to detail is also required.

Appointment Information

This is a 100% full-time Civil Service 3851 - Accounting Assistant position, appointed on a 12-month basis. The expected start date is as soon as possible after 4/30/2023. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on April 18, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Talisa Thompson at tethomp@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1016815
Job Category: Administrative Support
Apply at: https://jobs.illinois.edu