Accounting Assistant

Department: Facilities Mgmt EV
Salary/Grade: NEX/9

Target hiring range for this position will be between be $19.00-$23.08 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Job Summary:

The role will support the department's mission and values by exhibiting the following: inclusiveness, respect, initiative, collaboration, innovation, and accountability. The incumbent will strive to provide excellent service when performing job responsibilities and will practice safe work procedures, and follow safety rules at all times.

Provides standard & routine financial & accounting support typically involving maintenance &/or processing that requires application of accounting practices. Specifically focused on the transactional execution of requisitions related to services and maintenance material, vendor inquiries, inventory transactions, in compliance with department and university guidelines.

Applies industry and professional standards, university policy and procedure, federal and state laws and other regulations.

Provides administrative &/or clerical support for the finance and administration group, specifically surrounding procurement, billing and warehouse activities.

Accounts payable

Analysis

Audit

Capital spending

Chart &/or account coding

Cost accounting

Creating new accounts

Expense reimbursement

Inventory

Procurement card program

Purchase orders

Reconciliation

Reporting

Wire transfers

Specific Responsibilities:

Analysis, Statements & Reporting:

• Performs data entry in spreadsheets &/or databases.
• Runs inventory reports in an inventory system; conducts pricing comparison and analysis, and reviews open purchase orders.
• Assists with special projects, including compiling and analyzing portions of reports per prescribed direction.

Transactions:

• Completes & maintains transactions in enterprise systems.
• Orders stock and direct parts for the warehouse and shops
• Reconciles transactions.
• Invoicing; works with vendors and accounts payable, receives parts and materials in the inventory and financial databases.
• Based on pre-defined practice; reviews transaction.
• Ensures appropriate approval, forms, &/or justifications are obtained.
• Verifies rates and amounts.
• Reconciles discrepancies.
• Confirms physical inventory for quality control; partners with warehouse staff to resolve discrepancies
• Troubleshoots problems & corrects or escalates.
• Enters information into database.
• Data maintenance pertaining to maintenance material hierarchy and associated attributes within an inventory system
• Follows-up to ensure completion & accuracy.

Administration:

• Provides excellent customer service, over the phone and in person answering standard questions regarding status of requests, policies and procedures for processing transactions, &/or instructions for completing paperwork.
• Provides support to shop personnel regarding parts ordering
• Works closely with warehouse associates and serves as their backup when needed
• Prepares & sends standard correspondence for customers, using existing templates or form letters and adding necessary information.
• Distributes & files paperwork as appropriate.
• Completes other administrative &/or clerical activities such as filing, faxing, sorting, copying, organizing meetings; reserving AV equipment, etc.

Training:

• Assists with training of new staff members

Supervision:

• Supervises or leads temporary, part-time or work study students.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or the equivalent;
• 1 year accounting &/or bookkeeping or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.

Preferred Qualifications:

• Working familiarity of Oracle based enterprise software (PeopleSoft) or other financial systems;
• Experience in procurement, pricing, inventory, or accounting (Hands on or education).

Preferred Competencies: (Skills, knowledge, and abilities)

• Strong organizational skills and attention to detail;
• Ability to multi-task and work in a challenging fast paced environment;
• Excellent written and verbal communication skills;
• Proficient Microsoft Excel skills.

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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