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West Virginia University · 15 hours ago

Accounting Assistant- WVU Tech Athletics

Beckley, WV

Full-time

Onsite

Entry Level

1+ years exp

West Virginia University is seeking an Accounting Assistant for its WVU Tech Athletics department in Beckley, West Virginia. The role involves a variety of administrative and budgeting duties, including preparing financial reports, managing budgets, and assisting the Athletic Director with scholarship management.

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Responsibilities

Prepare routine reports which monitor the academic performance of athletes by each department

Answering the phone and greets visitors, staff, & faculty to the Athletic department

Paying invoices and bills for the Athletic

Filing documents accordingly

Creates new fiscal year budget book, which consist of interpretation of the allocation letter, personal services overview, budget preparation documents, budget transfers, and monthly financial reports

Prepares various managerial and financial reports (i.e. year to date budget report, detailed expenditures, cash balance reconciliation, salary breakdown, and an overview by department) summarizing current and projected status

Presents monthly reports to the Athletic Director and upper level administrators explaining techniques and procedures used to project future spending and rational for current trends

Briefs the Business office on analysis of reports

Compiles and analyzes financial information detailing expenditures, availability of funds, costs, etc. to determine the financial position of the department/unit using discretion based on generally accepted accounting procedures (GAAP) to create and prepare monthly reports using the Mountaineer Administrative Process system (MAP)

Reconcile all transactions shown on MAP reports to file copies to assure accuracy and completeness for all expenses to include accounts payable to external vendors, other departments of campus and payroll

Researches missing documentation to support all transactions in MAP

Prepares IU’s to correct discrepancies with operation funds

Ensures that all payroll corrections are made timely

Reconciles foundation accounts monthly and provides status report to Athletic Director

Ensures all transactions are valid and that proper accounting codes are assigned

Attends monthly or quarterly meetings with upper management to review financial status and answer questions

Responsible for year-end close details. Works closely with departments to assure all deadlines are met and budgets are not exceeded

Assist the Athletic Director in the management of the Athletic Scholarship program across all departments. This is inclusive of preparing routine reports to upper management during peak periods

Responsible for proper cash handling for all Athletic events such as gate receipts, concession stands, etc

Prepares any financial reports specific to the Athletic department that are required by the conference, NAIA , or any other external entity. These reports will be reviewed and approved by the Business Office prior to submission

Submitting monthly cash advances

Writing checks for entry fees, home athletic events, contractors and etc

Assist the Athletic Director in the management of the Athletic Scholarship program across all departments. This is inclusive of preparing routine reports to upper management during peak periods

Create home game contracts for all home athletic events

Placing orders with Mountaineer Marketplace for office supplies, equipment, etc

Responsible for the completion and departmental review of all documentation related to travel expense settlements, travel invoices, cash advance requests, cash advance settlements, and related payment documents

Functions in the role of a Departmental Card Coordinator for the Research Corp Pcard program

Ensures all transactions are valid and that proper accounting codes are assigned

Responsible for design and creation of procedures that ensure maintenance and security for each card within the applicable hierarchy

Responsible for the direct oversight of the Pcard post audit function. This includes monitoring the process employed to perform the function as well as the results/findings

Oversees the effort to keep all cardholder’s training and refresher training requirements current

Provides guidance and informational interpretation of Pcard policy and procedure to various levels of customers

Processing UR invoices

Prepare pcard and foundation card reconciliation for UR team members

Managing Mountaineer Marketplace requests/orders for UR

Navigating new vendor contract processes with PCPS for UR

Assisting with budget tracking as needed

Assisting with other administrative duties for UR team as needed on a case-by-case basis

Other duties as assigned by the Director of Athletics

Qualification

AccountingBudgetingFinancial ReportingOracle (MAP)Microsoft OfficeMathematical SkillsInterpersonal SkillsOrganizational SkillsTime ManagementConfidentiality

Required

A minimum of one (1) year of experience in the following: Providing administrative support to a department or business unit

A minimum of one (1) year of experience in the following: Maintaining and tracking various budgets

A minimum of one (1) year of experience in the following: Accounting, financial reporting, payables, or procurement cards

Valid driver's license

Proven skill in interacting with the public

Organizational and time management skills required to manage multiple projects, reports, requests, and workload

Strong mathematical skills sufficient to perform financial and other mathematical calculations

Demonstrated ability to organize information and draw logical conclusions

Demonstrated ability to maintain confidential information

Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure

Thorough knowledge of office methods, procedures, practices, and protocol

Ability to learn State of West Virginia Purchasing Regulations

Ability to learn Oracle (MAP), DataMiner in order to review departmental/research account information

Ability to learn WVUIT Student Information Systems (STAR), Banner

Thorough knowledge of bookkeeping and budget procedures

Demonstrate ability, draft and prepare clear and concise over memoranda in final form and correspondence requiring selection of materials and reference form of a variety of sources

Ability to learn all academic, administrative and organizational polices and procedures within the affected work area and to interpret and apply these policies to unique work situations

Demonstrate ability to communicate both orally and in writing complex information and explain policies to others

This position requires exceptional interpersonal skills that has the ability to handle conflicts, constant interruptions, and a variety of personalities on a daily basis

Ability to identify appropriate applications for a wide variety of complex written policies and procedures in circumstances not clearly described by available guides

Demonstrated ability to utilize Outlook & Microsoft Office software

Preferred

Degree in business, accounting, administration, finance preferred or any equivalent combination of experience and training which demonstrates and provides the required knowledge, skills and abilities

Experience in higher education is preferred

Benefits

37.5-hour work week

13 paid holidays (staff holiday calendar)

15 annual leave (vacation) days per year (employee leave)

18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)

WVU offers a range of health insurance and other benefits

401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks.

Wellness programs