Accounting Assistant- WVU Tech Athletics

WVU Technology in Beckley, West Virginia is currently accepting applications for an Accounting Assistant.

About the Opportunity

Reporting to the WVU Tech Athletic Director, you will be responsible for a variety of administrative and budgeting duties for the Athletic Department. We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs
  

What You'll Do

• Prepare routine reports which monitor the academic performance of athletes by each department.
• Answering the phone and greets visitors, staff, & faculty to the Athletic department
• Paying invoices and bills for the Athletic.
• Filing documents accordingly.
• Creates new fiscal year budget book, which consist of interpretation of the allocation letter, personal services overview, budget preparation documents, budget transfers, and monthly financial reports.
• Prepares various managerial and financial
  reports (i.e. year to date budget report, detailed expenditures, cash balance reconciliation, salary breakdown, and an overview by department) summarizing current and projected status.
• Presents monthly reports to the Athletic Director and upper level administrators explaining techniques and procedures used to project future spending and rational for current trends.
• Briefs the Business office on analysis of reports.
• Compiles and analyzes financial information detailing expenditures, availability of funds, costs, etc. to determine the financial position of the department/unit using discretion based on generally accepted accounting procedures (GAAP) to create and prepare monthly reports using the Mountaineer Administrative Process system (MAP).
• Reconcile all transactions shown on MAP reports to file copies to assure accuracy and completeness for all expenses to include accounts payable to external vendors, other departments of campus and payroll.
• Researches missing documentation to support all transactions in MAP.
• Prepares IU's to correct discrepancies with operation funds.
• Ensures that all payroll corrections are made timely.
• Reconciles foundation accounts monthly and provides status report to Athletic Director.
• Ensures all transactions are valid and that proper accounting codes are assigned.
• Attends monthly or quarterly meetings with upper management to review financial status and answer questions.
• Responsible for year-end close details. Works closely with departments to assure all deadlines are met and budgets are not exceeded.
• Assist the Athletic Director in the management of the Athletic Scholarship program across all departments. This is inclusive of preparing routine reports to upper management during peak periods.
• Responsible for proper cash handling for all Athletic events such as gate receipts, concession stands, etc.
• Prepares any financial reports specific to the Athletic department that are required by the conference, NAIA , or any other external entity. These reports will be reviewed and approved by the Business Office prior to submission.
• Submitting monthly cash advances.
• Writing checks for entry fees, home athletic events, contractors and etc.
• Assist the Athletic Director in the management of the Athletic Scholarship program across all departments. This is inclusive of preparing routine reports to upper management during peak periods.
• Create home game contracts for all home athletic events.
• Placing orders with Mountaineer Marketplace for office supplies, equipment, etc.
• Responsible for the completion and departmental review of all documentation related to travel expense settlements, travel invoices, cash advance requests, cash advance settlements, and related payment documents.
• Functions in the role of a Departmental Card Coordinator for the Research Corp Pcard program.
• Ensures all transactions are valid and that proper accounting codes are assigned.
• Responsible for design and creation of procedures that ensure maintenance and security for each card within the applicable hierarchy.
• Responsible for the direct oversight of the Pcard post audit function. This includes monitoring the process employed to perform the function as well as the results/findings.
• Oversees the effort to keep all cardholder's training and refresher training requirements current.
• Provides guidance and informational interpretation of Pcard policy and procedure to various levels of customers
• Processing UR invoices
• Prepare pcard and foundation card reconciliation for UR team members
• Managing Mountaineer Marketplace requests/orders for UR
• Navigating new vendor contract processes with PCPS for UR
• Assisting with budget tracking as needed
• Assisting with other administrative duties for UR team as needed on a case-by-case basis
• Other duties as assigned by the Director of Athletics

Pay Grade: 15

• Degree in business, accounting, administration, finance preferred or any equivalent combination of experience and training which demonstrates and provides the required knowledge, skills and abilities
• A minimum of one (1) year of experience in the following:
  • Providing administrative support to a department or business unit
  • Maintaining and tracking various budgets
  • Accounting, financial reporting, payables, or procurement cards
  • Experience in higher education is preferred.
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must be met by the time of employment.
  
  Knowledge, Skills, and Abilities
• Proven skill in interacting with the public.
• Organizational and time management skills required to manage multiple projects, reports, requests, and workload.
• Strong mathematical skills sufficient to perform financial and other mathematical calculations.
• Demonstrated ability to organize information and draw logical conclusions.
• Demonstrated ability to maintain confidential information.
• Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Thorough knowledge of office methods, procedures, practices, and protocol.
• Ability to learn State of West Virginia Purchasing Regulations.
• Ability to learn Oracle (MAP), DataMiner in order to review departmental/research account information.
• Ability to learn WVUIT Student Information Systems (STAR), Banner.
• Thorough knowledge of bookkeeping and budget procedures.
• Demonstrate ability, draft and prepare clear and concise over memoranda in final form and correspondence requiring selection of materials and reference form of a variety of sources.
• Ability to learn all academic, administrative and organizational polices and procedures within the affected work area and to interpret and apply these policies to unique work situations.
• Demonstrate ability to communicate both orally and in writing complex information and explain policies to others.
• This position requires exceptional interpersonal skills that has the ability to handle conflicts, constant interruptions, and a variety of personalities on a daily basis.
• Ability to identify appropriate applications for a wide variety of complex written policies and procedures in circumstances not clearly described by available guides.
• Demonstrated ability to utilize Outlook & Microsoft Office software
  

• Valid driver's license.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.