Financial Assistant - Policy and Global Affairs Executive Office
The National Academy of Sciences, National Academy of Engineering, and National Academy of Medicine work together as the National Academies of Sciences, Engineering, and Medicine to provide independent, objective analysis and advice to the nation and conduct other activities to solve complex problems and inform public policy decisions. The National Academies also encourage education and research, recognize outstanding contributions to knowledge, and increase public understanding in matters of science, engineering, and medicine.
The mission of Policy and Global Affairs (PGA) is to help improve public policy, understanding, and education in matters of science, technology, and health with regard to national strategies and resources, global affairs, workforce and the economy. The division is particularly charged to identify and build synergy among the disciplines and issue areas, and to promote interaction among science, engineering, medicine and public policy. The division includes a range of standing committees and boards concerned with the vitality of the research enterprise in the US and abroad. In that connection, the units of the division focus particularly on the interaction of key institutions central to science and technology policy, on the standing of US research around the world and cooperation with Science & Engineering bodies in other countries, on the mission and organization of federal research activities, and on the sources of future manpower and funding for research.
The Financial Assistant performs a variety of clerical and financial functions in accordance with standard financial procedures to support programs. Contacts other departments and to resolve problems. Inputs data, and may compile basic reports. Maintains files.
Works with either close supervision or under clearly defined procedures. Performs a variety of accounting and financial tasks requiring experience and judgment. Receives guidance/supervision on new assignments but normally works independently on mastered tasks. Follows established procedures and guidelines to perform clerical accounting and financial procedures accurately and on time. Uses pre-determined guidelines to assist in decision-making.
ESSENTIAL JOB DUTIES:
1. Assists financial associate or financial officers (FA/FOs) as needed, including preparing cost transfers, reporting requirements, sending reminders to program staff about upcoming funding invoices and proposal actions based on contractual parameters, preparing budgets and projections, serving as an additional point of contact for staff and as a backup when FA/FO is not available.
2. Collects and enters data for various financial spreadsheets.
3. Prepares vouchers and reviews and processes travel expense reports in compliance with applicable policies and procedures.
4. Updates applicable databases and systems on a timely basis and ensures documents and files are accurately maintained and archived.
5. Creates, sends, and follows up on invoices.
6. Attends finance department meetings, sometimes assisting with financial reporting.
7. Performs routine but varied clerical duties in accordance with standard procedures, including photocopying, compiling records, filing, tabulating, posting information, and distributing mail.
8. Maintains related databases and records.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Ability to solve basic and repetitive intellectual problems. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies’ departments through effective communication. Good communication skills and ability to effectively interact with all levels of employees.
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