Rutgers, The State University of New Jersey, is seeking an Accounting Assistant I for The Edward J. Bloustein School of Planning and Public Policy.This position reposts to the Director for Grant/Contract Administration. The Accounting Assistant I provides independent accounting and budget support to Director, and Assistant Director at the Edward J. Bloustein School National Transit Institute (NTI). Responsibilities include: day to day accounting, purchasing, payroll, and bill payment functions; maintenance of financial records and accounts, monitoring accounts, reconciling payment to accounts and making appropriate adjustments; and preparing documents relating to grants including budgets, endorsements, sub-contracts and consulting agreements, financial reports and analysis, and other related material. In addition, provides assistance to the business services office on miscellaneous accounting and administrative matters as needed.
Among the key duties of this position are the following:
Assists in the development of budgets, budget justifications, and related material for proposal applications and to assure that all pre-award documentation is complete prior to submission.
Monitors accounts to track expenses associated with research and administrative activities.
Screens financial transactions to ensure accountability, conformity, and efficient use of funds.
Provides Assistant Director and/or Principal Investigators with monthly project reconciliations. Investigates and resolves discrepancies in invoicing and other account charges.
Initiates journal entries, salary reallocations, and requests for budget adjustments.
Reviews vendor/consultant invoices for appropriateness of charges, secures authorization from NTI Leadership to ensure effort and/or materials have been received. Effectively follows-up and communicates with other departments within the University (e.g., payroll and the Division of Grant and Contract Accounting) to resolve issues.
Oversees spending on grant accounts and effectively communicates status to NTI Leadership.
Provides assigned financial data inputs to the required federal reports in a manner to meet university processing needs and financial reporting deadlines.
Prepares and issues RFPs coordinating with Purchasing.
Issues award/rejection letters, is the primary administrative contact for selected vendors, prepares commitment form, Master Agreement, and subcontractor paperwork.
Reviews and processes payroll: confirms accuracy of time sheets, hourly rates, and projects/accounts charged.
Assists NTI Leadership with preparation of monthly, quarterly, annual and final financial reports required by external funding sources.
Provides assistance to effort coordinator to ensure accuracy and pre-certify effort during the university's ECRT periods that include three terms (Spring, Summer and Fall).
Minimum Education and Experience:
Requires a bachelor's degree preferably in a related field.
Two years of experience that demonstrates knowledge and understanding of grant/contract administration in a higher education setting; or an equivalent combination of education and/or experience.
Required Knowledge, Skills, and Abilities:
Excellent oral and written communication skills, organizational and management abilities; proven problem solving and interpersonal skills with experience providing complex, confidential administrative support and accounting.
Must be computer literate and proficient in Microsoft Word, Excel, and database management including the ability to compile and analyze statistical data and reports.
Experience with business and human resource Cornerstone and RIAS applications and financial and HR data warehouse.
Individual interested in professional development opportunities.
Those that are preferred for this position include Rutgers certificate programs as follows: Business Certificate program, Communicator's Certificate Program, Professional Work Skills Program, and Academic Personnel Certificate Program.
Expectation is that these certificate programs will be completed within first year of employment –should offerings and schedule allow – if individual does not already have them.
Other training is expected as software and applications used change and are necessary to complete job functions.
Requires an understanding of related policies, practices, and procedures at the university.
Skills proficiency preferred, but can be developed in other university systems used to support Rutgers' business functions.
All university applications used for conducting busioness (Cornerstone applications purchasing, general ledger, projects, human resources/payroll, I-9/e-verify, commitment accounting, expense management, and all related reporting tools).
Effort certification system.
Various systems within the School for maintaining building access, directory feed, parking access, registration system).
Additionally, Microsoft office Suite and Visio. Individual must be willing to learn new systems as they are introduced to the University and school for functions normally supported by the office.
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.