Account Clerk, Finance and Administration - Planning and Facilities Management

Location
Washington D.C.
Posted
Sep 27, 2017
Closes
Oct 25, 2017
Industry
Education
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Account Clerk, Finance and Administration - Planning and Facilities Management

The Account Clerk performs business processes via the University financial system regarding purchasing, accounts payable, and reconciliation duties for external vendors and internal customers. Reporting to the AVP and Business Officer of Planning and Facilities Management, the Account Clerk has duties that include but are not limited to:

Financial System

  • Serves in various financial systems roles to prepare and issue purchase orders, and to perform accounts payable and procurement duties.
  • Serves in role of Requisitioner to initiate requisitions received on behalf of primary areas served or areas assigned on temporary basis. 
  • Serves as a Cost Center Buyer to issue purchase orders once requisitions are approved. 
  • Supports or performs duties to submit supplier contracts when required.
  • Receives and matches invoices with purchase orders for assigned vendors to ensure accuracy of billing and payment. 
  • Obtains authorization for all payments and receipts invoices in the financial system.
  • Develops relationships and maintains contact with vendors assigned. 
  • Maintains files of transactions and vendor information. 
  • Receives payments for credits issued when required and assures deposit of same.
  • Researches problems with payments and performs necessary tasks to make appropriate corrections.

Journal Preparation

  • Serves as a Journal Preparer to create and load accounting journals to charge or reallocate charges to campus cost centers. 
  • Prepares paperwork to process charges for Special Events, recycling, and various other department units.
  • Prepares annual cleaning service confirmations for townhouse properties for which Facilities Management provides service. Processes quarterly journal voucher to charge these departments for services provided. 
  • Maintains files of backup documentation for these charges. 
  • Answers questions from internal and external cost center managers regarding charges made.
  • Prepares adjustments to correct charges as needed.
  • Makes other corrections or adjustments as necessary.
  • Assures that documentation for journals is recorded in designated locations. 

Billing

  • Prepares and issues external bills to designated vendors.
  • Tracks payment and performs follow-up as required. 
  • Maintains aging for billing.

Reports Administration

  • Prepares management reports as required to include a variance reporting for POs issued. 
  • Supports annual budget development with reports to assist in determining balances for successive year purchase orders with vendors.
  • Works with primary areas to develop blanket amounts and assess usage with specific vendors.
  • Ensures accurate tracking of credits as they appear on vendors' statements to ensure that University receives proper credit. 
  • Performs reconciliation of invoices to ensure that invoices submitted have been paid and credits applied.
  • Reconciles open purchase orders regularly to ensure proper payments and credits. 
  • Reconciles standing purchase orders regularly to ensure prompt payment to vendors and distribution of charges.

Requirements

  • High school diploma or certified equivalency
  • 3+ years of accounts payable or office work experience
  • Ability to effectively communicate verbally, in particular regarding business transactions conducted by telephone.
  • Ability to handle multiple tasks simultaneously and prioritize tasks
  • Good customer service orientation and ability to work well as a member of a team.

Preferred qualifications

  • Experience and demonstrated ability with MS Office software
  • Specific experience with spreadsheet and word processing software
  • Familiarity with WorkDay financials

Current Employees:

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.