Accounting Specialist

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Occupational Summary

Perform a variety of complex accounting involved in maintaining financial records, reconciling accounting transactions and supporting of the departmental Financial Management II.

Work Performed

Accounting 50%

Procurement Cards: 

• Collect and key-in all procurement card charges for non-Sponsored and Sponsored Research codes. 
• Create monthly travel expense reports in Concur.
• Serve as a single point of contact and Concur delegate for the departmental primary faculty/PIs.
• Oversee monthly reporting of unassigned expense transactions and communicate with PI, lab members, staff, and graduate students to obtain the required documentation, justification, receipts and proper funding codes.
• Provide general training/information to new faculty/PI, staff, and students on Concur expense and travel processing, including allowable expenses, funding sources, G/L assignments, itemizations, and allocations.

Shared Resource Centers:  Reconcile monthly transactions, complete all JV billings and compile data for the yearly rate calculations.

FedEx Account:  Clear all FedEx charges and follow departmental procedures in regards to approval for postage on grants.

Purchasing 40%

Orders and Reimbursements: 

• Place orders upon request and assist the departmental personnel in resolving order difficulties in Buy@Duke.  Reimburse individuals via ET&R, Accounts Payable or Petty Cash upon request.
• Manage purchasing activities to ensure invoices are paid and expenses are posted to sponsored and non-sponsored codes in a timely manner as required by the Accounting compliance rules. This includes but is not limited to gathering receipts, working with faculty/PIs, lab personnel, staff, and students to complete goods receipts, and following up with procurement services and vendors to resolve discrepancies, blocked invoices, etc.Generate Buy@Duke orders via the Duke Marketplace or punch-out supplier catalogs, providing workflow oversight and supporting audit documentation for cost compliance, as required.  Generate text orders as needed for Confirming Orders-Bill Only.  Process timely Accounts Payable check requests for payments to external vendors as assigned. Order office supplies when needed.
• Provide initial training and onboarding for new shoppers and submitters related to general lab supplies. Provide ongoing customer support to lab personnel and postdocs completing orders in Buy@Duke, emphasizing compliance principles of reasonable, allocable, and allowable.
• Assist with new faculty lab purchasing and lab set-up.
• Work closely with the departmental financial analyst and grant administrators on non-sponsored and sponsored reporting and resolving any outstanding purchasing issues to ensure a clean close-our process, particularly during fiscal closure.
• Serve as the main liaison with the purchasing and account payable departments.
• Maintain departmental SOPs and documentation on procurement/purchasing internal departmental processes and procedures. Copy Cards:  Request copy cards to be used for each course and as needed for new personnel.  Make name changes/updates to cards when a course in no longer offered or when someone leaves the department.

Cash Management 5%

Petty Cash: Custodian responsibilities.  Submitting receipts when the funds are depleted.

Miscellaneous administrative support 5%

• Provide fund management for Emeritus faculty and generate regular financial reporting
• Assist with annual effort certification process.
• Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Preferred Qualifications

P                                                       Previous experience working in academia, or administrative support roles. Experience with SPS, SAP and other accounting related tools/platforms.

                                                         Excellent organizational, people, and communication skills.

                                                         Excellent communication skills with the ability to communicate both verbally and in writing with all levels of the organization.

                                                         Ability to analyze data and formulate conclusions.

                                                         Ability to learn and adapt to changing technologies.

                                                         Proficient use of computers; requires a solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint, Teams).

                                                         Ability to independently manage and prioritize multiple tasks simultaneously.

                                                         Knowledge of Duke University policies and procedures relating to procurement/purchasing, travel, and reimbursement.

Minimum Qualifications

Education

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

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.