Financial Assistant - National Academy of Medicine
Performs a variety of clerical, accounting, and financial functions accounts payable, contract and grant accounting, cash and travel accounting, or related financial areas to support programs and in accordance with standard procedures. Contacts other departments and/or outside agencies to resolve problems. Inputs data, and compiles 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.
This position is situated in the National Academy of Medicine and supports a combination of programs and operational projects. The National Academy of Medicine (NAM), established in 1970 under the name Institute of Medicine (IOM), is an independent organization of eminent professionals from diverse fields including health and medicine; the natural, social, and behavioral sciences; and beyond. It serves alongside the National Academy of Sciences and the National Academy of Engineering as adviser to the nation and the international community.
ESSENTIAL JOB DUTIES:
Performs duties in one or more of the following areas:
1. Finance: Contacts internal customers regarding outstanding paperwork or documentation. Runs reports from the PeopleSoft financial system. Inputs data. Researches issues and answers inquiries. Resolves problems. Prepares and processes invoices for a variety of expenses, including travel expenses. Organizes contracts and cash received and sets reminders and prepares CRVs (Cash Receipt Vouchers) forms for checks received and disseminates information to staff. Prepares routine reports to assist in processing paperwork and reviewing information. May track and maintain inventory.
2. Accounts Receivable: Receives and processes cash, credit, and check transaction payments, reconciles receipts, and prepares refunds as necessary. Processes payments, posts information, and compiles segments of monthly closings. Runs reports from the PeopleSoft financial system. Researches issues and answers inquiries. Resolves problems. May prepare other forms and arrange for shipment of materials.
3. Contract & Grant Accounting: Assists with entering and filing new awards and budgets in the financial system. Researches cost center issues including cost transfer requests. May assist with contract closeout, preparing journal entries, and preparing records for storage. Performs data entry of cash receipts. Researches unidentified receipts. Works closely with accountants to coordinate accounts receivable.
4. Accounts Payable and Disbursements: Reviews and audits invoices and expense reports for processing. Researches discrepancies. Prepares and submits forms, verifies information, and resolves routine problems. Responds to inquiries via telephone and email. Posts information to ledgers and processes payments. May reconcile bills.
5. Assists financial associate or officers (FA/FOs) as needed, including preparing cost transfers, sending reminders to program staff about upcoming funding invoices and proposal actions based on contractual parameters, maintaining tracking sheets for deadlines and deliverables, preparing budgets and projections, serving as an additional point of contact for staff and as a backup when other financial staff are not available.
6. Performs routine but varied clerical duties in accordance with standard procedures, including photocopying, compiling records, filing, tabulating, posting information, and distributing mail. Orders office supplies.
7. Serves as Telephone Unit Coordinator (TUC), maintains inventory of all unit hardware and trackable software. Orders new equipment, as directed. Coordinates installation of all hardware for new employees and upgrades for existing employees and transfers.
8. Maintains related databases and records.
NONESSENTIAL JOB DUTIES
- Related duties and special projects as assigned.
Required Knowledge, Skills, and Abilities: Strong skills in Microsoft Excel (pivot tables, V-lookup, complex formulas) in order to maintain and compile data for analysis. Ability to run established reports and extract data from complex financial systems. Detail-oriented. 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. PeopleSoft experience preferred.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge. Bachelor's degree in a finance related field preferred.
Minimum Experience: Two years of related experience.
Physical Capabilities: Ability to work at a computer for extended periods of time.
Required Licenses, Certification or Registration: None.
Supervisory Responsibilities/Controls: Reports to Supervisor/Manager. Supervisor is available to organize and review work.
Work Environment: Office environment, with occasional travel between National Academies' facilities and to off-site locations.
Any qualification to be considered equivalent, in lieu of stated minimum, requires the prior approval of the Office of Human Resources.
The above statements are intended to describe the general nature and level of work performed by employees assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Some functions in this description may be specific to a particular unit of the National Academies and not applicable to other units.