Job Description

Job Title: Accounting Specialist

FLSA: N

Job Level: 08

Work Location: Hybrid

Pay Range: $18.00 – $26.10

Occupational Summary

Perform a variety of complex accounting tasks involved in maintaining financial records and processing related data; monitor, verify, and reconcile accounts. Assist with all accounting functions of the Nicholas School of the Environment (NSOE) and provide financial research and assistance to the Nicholas School’s Business/operations team. This is a full-time position and reports directly to the Assistant Director, Business and Finance. This position will be located on the Durham campus and can be a hybrid or entirely onsite.

Work Performed

Financial Processing (70%):

• Coordinate, process, and follow up on all check requests, purchase orders, corporate card purchases, and reimbursements to faculty, staff, and student groups for the NSOE.
• Serve as departmental resource and liaison for questions (Online Travel and Reimbursement, AP Check Requests, Buy@Duke).
• Work closely with the financial management team to review expenditures, making sure they are allowable and within budgetary guidelines.
• Initiate accounting documents in accordance with standard procedure. Identify and resolve discrepancies, contact appropriate sources of information; and maintain various accounting and budgetary records.
• Plan and execute work priorities in accordance with program goals and deadlines.
• Process accounting transactions through the SAP R/4 system and Duke@Work (purchase requisitions, purchase orders, Accounts Payable check requests, journal voucher transfers, etc.), Procurement Services, Accounts Payable, Bursar, Corporate Card/Concur, BOA/WORKS, etc. to ensure prompt execution.
• Assist with reimbursement processes for faculty, staff, students, and external visitors as necessary using the relevant financial systems.
• Complete expense reports for corporate card transactions and out-of-pocket reimbursements. Ensure timely clearing and that charges are accurately applied to cost centers and fund codes. Charge expenses to GL accounts and cost centers by analyzing invoice/expense reports and ensure appropriate backup documentation is included.
• Assist with travel expenses and miscellaneous reimbursement forms (for students who are not on compensatory payroll or for former employees). Assist with travel advances as needed.
• Responsible for clearing fleet cards in the WORKS / BOA system for NSOE vehicle gas purchases.
• Approval and clearance of all financial transactions. Ensure all are well documented and reviewed for appropriate fund codes, and receipts, payments, reimbursements, and checks are processed in a timely manner.
• Initiate purchases in support of the general business operations of the school, faculty, and staff.
• Provide support for financial reporting and reconciliation as necessary for school funds.
• Work with Visa Services for payments to foreign national visitors.
• Process Wire transfers for International Payment
• Responsible for receiving checks and making deposits in the University Cashier’s office.
• Prepare and/or compose professional correspondence in accordance with established procedures.
• Maintain a compliant filing system for financial documentation.

Financial Reconciliation (20%):

• Monitor and report monthly reconciliation for student group accounts and other accounts identified as needed in the school.
• Maintain good communication with faculty and students regarding fund balances and respond to inquiries as needed.
• Assist financial manager with SAP cleanup.
• Manage financial budgeting and reconciliation for the student groups under the supervision of the program director for the school.

Administrative Support (10%):

• Assist with logistics for business meetings, events, and other group meetings as needed.
• Assist with identified accounts (i.e., Verizon bill) for reconciliation (back-up).
• Screen and route mail (back-up).
• Assist with FedEx processing as needed.
• As needed, provide courier services to university and community areas.
• Purchase and monitor office supplies needed for the NSOE business office.
• Provide other administrative support as needed.
• Performs other related duties incidental to the work described above.

Education/Training

Work requires knowledge of general accounting principles usually through two years post- secondary education in accounting or a related business field.

Experience

Work generally requires 3 years of experience in an accounting setting to become familiar with the accepted accounting practices involved in maintaining more complex financial records, reconciling accounting information and preparing financial statements OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills

Strong communication skills with ability to confidently interact with various stakeholder groups; ability to consistently meet deadlines; proficiency in SAP/S4 (accounting), CONCUR, WORKS (corporate card), and Microsoft Office Suite. Keen attention for detail and ability to interpret and relay pertinent Duke and departmental policies to constituents.