Administrative Financial Assistant
Performs a variety of routine accounting and financial functions in accordance with standard procedures. Reviews receipts and expenditures to ensure conformance to budget and/or other compliance requirements. Contacts departments and/or outside agencies to resolve problems. Inputs data and maintains databases. Reconciles monthly financial reports. Compiles regular and special statistical reports for internal and external customers. Maintains files and records.
Under general supervision, performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision-making can be made within pre-determined approaches. Proceeds on own initiative in compliance with policies, procedures, and practices, but receives guidance or expertise from supervisor or higher-level staff when needed. May lead and provide functional guidance to lower level support and temporary employees.
Job Description:
ESSENTIAL JOB DUTIES:
1. Audits and reviews invoices, travel expense reports, and expenses, verifying cost-centers, signatures, computations, and receipts. Researches discrepancies and resolves problems. Responds to inquiries and assists customers with questions. Contacts customers regarding outstanding paperwork or documentation. Posts information to ledgers and processes payments. Prepares cost transfers. Initiates transfer of funds for executed contracts and amendments.
2. Receives and processes cash, credit, and check transaction payments, reconciles receipts, and prepares refunds as necessary. Posts information and compiles segments of monthly closings. Researches issues, answers inquiries, and resolves problems.
3. Runs reports from the PeopleSoft financial system and inputs/imports the data into Excel financial projections. Reconciles expenses from e-files into the projection template and inputs Labor Distribution Report data. Monitors project activity balances. Prepares routine reports to assist in processing paperwork and reviewing information. Produces exception reports by running statistical reports and comparing unit records to PeopleSoft records. Prepares required federal, sponsor, and private sector financial reports. Prepares ad hoc reports and checks report data to ensure there aren't problems or errors, checking for anomalies. Compiles financial data for managers. Coordinates the dissemination of information through queries and reports.
4. Initiates and tracks purchase orders for contracts, and goods and services. Reviews, tracks, and audits contract packages. Assists in the negotiation of purchase terms and discounts. Monitors vendor payments. Verifies and reviews calculations and method of payments, ensuring consistency with the type and funding of contracts. Monitors potential contract problems, spending limits, deliverables and reporting requirements. Prepares and tracks written requests to vendors who are delinquent in their responsibilities. Inform supervisor of contract problems.
5. Tracks licenses and maintenance agreements. Takes appropriate action pending maintenance, expiration, upgrade, and renewals.
6. Maintains unit financial system and related databases and records. Enters and files new awards and budgets in the financial system. Enters relevant data into the necessary subsystem(s) so expenses are correctly processed in the financial system.
7. Assists in the review and development of budgets and projections. Assist in year-end process, compiling reports and providing support to other financial staff. Provides research assistance to supervisor, compiling information on contract history, payments, and expenditures.
8. Assists with the implementation of new systems and procedures.
9. Serves as a resource to staff concerning routine financial matters. Assists in training new staff on financial and accounting rules. May provide work direction to accounting/financial assistants.
10. May track and maintain inventory. May serve as unit time and attendance coordinator and/or telephone unit coordinator. May serve as back up to staff providing unit-specific services (e.g., relocation and payroll services).
NONESSENTIAL JOB DUTIES
- Related duties and special projects as assigned.
JOB SPECIFICATIONS
Required Knowledge, Skills, and Abilities: Basic knowledge of accounting and bookkeeping procedures and financial principles. Proficiency in Microsoft Excel. Ability to solve routine problems through selection and application of commonly used rules, procedures, and precedents. 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. Excellent communication skills with a proven ability to effectively interact with all levels of employees.
Minimum Education/Training Requirements: High school diploma, GED, or equivalent knowledge.
Minimum Experience: Four 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 assist in problem resolution.
Work Environment: Hybrid Office/Telecommute environment, with occasional travel between National Academies’ facilities and to off-site meeting/sponsor locations. In accordance with the National Academies’ commitment to provide a safe and healthy workplace, all employees must be fully vaccinated against COVID-19, except as otherwise permitted under a reasonable accommodation for medical or religious reasons. Unless granted an accommodation, successful applicants will be required to confirm their vaccination status and proof of vaccination promptly upon beginning employment. Applicants needing accommodations should indicate this in their application; applicants will not be discriminated against in the hiring process on the basis of requesting an accommodation.
The National Academies’ Statement on Diversity and Inclusion:
To promote diversity and inclusion in the sciences, engineering, and medicine, we are committed to increasing the diversity of the National Academies’ staff, members, and volunteers to reflect the populations we serve. We pledge to cultivate an environment and culture that promotes inclusion and values respectful participation of all individuals who help advance the mission of the institution.
Equal Opportunity Employer:
It is the policy of the National Academies to recruit, hire, transfer, compensate, and promote people in all job categories and to administer all other personnel actions, terms and conditions of employment in a manner that is consistent with equal employment, and does not discriminate on the basis of race, creed, ethnicity, color, national origin, sex, sexual orientation, gender identity, age, religion, disability, medical condition for which a person has been rehabilitated or cured, marital status, family responsibilities, genetic information, political affiliation, personal appearance, matriculation, unemployment status, veteran status, or any other characteristic protected by applicable laws. It is also the institution's policy to recruit, hire, promote, and provide reasonable accommodation to qualified individuals with disabilities and covered veterans who are otherwise qualified.
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.
City/State:
Washington, District of Columbia