Financial Associate - DBASSE 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 Division on Behavioral and Social Sciences and Education (DBASSE) focuses the knowledge, analytical tools, and methods of the behavioral and social sciences on some of the nation's most pressing issues in efforts to understand them and to contribute to their solution. Our areas of expertise include (but are not limited to) anthropology, child development, demography, economics, education, history, law, gerontology, linguistics, political science, psychology, sociology, and statistics.
The Financial Associate prepares budget estimates and projections based on actual performance, previous budget figures, estimated revenue, expense reports, and other factors. Reviews expenditures to ensure conformance to budget and other compliance requirements. Maintains records of expenses and budget balances and reconciles monthly financial reports. Prepares and audits vouchers and expenses. Analyzes expenditures and revenues, overruns or underruns, and compiles regular and special statistical reports for internal and external customers.
Under general direction, incumbent applies specific professional-level functional knowledge to solve problems requiring the identification and analysis of moderately complex variables. Takes action to solve problems/issues that routinely arise in areas of assigned responsibility, but may receive guidance or expertise from higher-level staff on more complex problems. Has authority to deviate from standard practices, but is required to advise superiors of action and must inform superiors or non-routine situations. May either have full supervisory responsibilities for assigned staff or assist with supervision of staff.
ESSENTIAL JOB DUTIES:
1. Prepares financial projections. Analyzes projection data and provides analysis and recommendations to the responsible officer and/or director.
2. Runs the PeopleSoft Financial system reports and reconciles monthly financial statements. Prepares financial and budget analyses for discussion with staff and to prevent overruns. Monitors program fiscal operations to ensure that expenses are in compliance with auditing requirements, contractual obligations, budgetary limitations, federal and sponsor regulations, and National Academies’ policies and procedures. Reviews and tracks invoice vouchers, travel expense reports, purchase orders, consulting agreements, temporary help request, hotel contracts, per diem waiver requests, and time and attendance reports. Analyzes data for trends. Monitors cost center balances. Prepares payroll and cost transfers.
3. Updates financial projections for all activities/cost centers. Enters monthly inception-to-date amounts, current salary charges, and obligations. Revises current fiscal year estimates as needed. Revises future estimated costs. Meets with staff to update projections, resolve current problems, and anticipate and plan for future needs.
4. Prepares monthly financial reports and performs analyses. May create budget databases to assist in development of reports. Prepares database queries and ad-hoc reports.
5. Manages contractual matters for assigned units/subunits. Reviews proposed sponsor agreements and contracts. Assesses potential contractual problems, spending limits, deliverables, reporting requirements. Prepares budgets and contract documents for new and current projects. Arranges for extensions and continuation of current contracts and grants. Coordinates contract matters with Contract Manager. Revises and/or provides documentation as requested by sponsors. Answer sponsor inquiries.
6. Develops budget estimates. Prepares “what if” projections, cost impact analysis, budgets for potential projects, and new budgets to request additional funding. Prepares required federal, sponsor, and private sector financial reports. Prepares monthly labor distribution reports and other reports as requested.
7. Investigates and resolves outstanding financial issues.
8. Meets independently with directors, responsible staff officers, and project staff to assist in the financial management of sponsored activities.
9. Addresses requests from auditors, and prepares and forwards information as appropriate.
10. Orients new staff to financial projections, contract requirements, and the financial management system. Maintains files for program contract information, financial statements, vouchers, and labor distribution data.
11. Assists with the implementation of new systems and procedures. Serves as a resource to staff concerning financial matters. Assists in training new staff on administrative and accounting rules.
12. May supervise or assist with supervision of staff.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Proficiency in Microsoft Office Suite. Ability to plan and support extensive meeting activities. Ability to solve problems with supervisory consultation or by following procedures. Ability to prioritize work and the flexibility to change directions as the job dictates. 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 and interpersonal skills with a proven ability to effectively interact with all levels of employees.
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