Summary: The Financial Assistant works with minimal supervision, assists the Operations Manager with a variety of tasks and day-to-day functions as they relate to purchases, expenditures, account reconciliation, payroll, and Human Resources (HR) policies for the University Police department. Functions as back-up to the departmental receptionist by answering primary phone line and greeting departmental visitors and backup to Records Coordinator by entering, retrieving, and processing police record data. This position also maintains accurate documentation for all correspondence, expenditures, deposits, HR issues, and month-end closing processes and journal entries.
Collects, analyzes, and processes invoices billed directly to the department with proficiency and accuracy. Identifies appropriateness of budget code, copies for vendor files, and obtains authorized signatures.
Creates and approves purchase orders and requisitions in the University’s procurement system.
Troubleshoots past due invoices. Maintains accurate vendor information including remittance address, contact information, and vendor tax status through completion of W-9 tax forms.
Aids other University Police employees with purchases, including training on use and maintenance of University corporate credit cards.
Completes Expenditure and Travel Vouchers for reimbursement of departmental expenses for travel, meals, supplies, training/registration fees, membership dues, and magazine subscriptions.
Collects, maintains, and reconciles interdepartmental charges (i.e. Telecom, University Stores, Copy Center, and WFUMBC printing).
Completes journal entries for all Special Events that require police services. Creates invoices for off campus requests for police services and ensures that both on and off campus requests for services are paid.
Processes biweekly payroll for submission to payroll office. Troubleshoots and resolves problems with payroll office regarding PTO, online timekeeping codes, and HR policies. Assists employees with questions and policies regarding leave time. Completes and processes Additional Compensation forms.
Serves as backup to the Records Coordinator by entering data, retrieving police reports for internal use and from authorized outside agencies, and entering reports into the department’s records management program.
Functions as back-up to the departmental receptionist by greeting visitors to the University Police Office in person and by telephone and performing other administrative duties (i.e. ordering office supplies, scheduling appointments, and typing correspondence).
Prepares accruals, payroll entries, and assists the Operations Manager with other monthly financial departmental reports, closing entries, and variance analysis.
Assists with preparation of annual and special budgets, monitors monthly expenses for accuracy and budget level, and processes end of year expenses.
Assists in gathering and organizing departmental and other financial information (i.e. annual budgeting process and the annual external and internal audits).
Prepares and deposits all cash receipts.
Creates and processes journal entries for departmental services and service level agreements.
Assists with special projects to improve efficiency and increase productivity of all department members.
Required Education, Knowledge, Skills, Abilities:
High school plus three to five years related experience in Accounting, Finance, Business Management, or an equivalent combination of education and experience.
Thorough knowledge of and proficiency in Microsoft Office applications and experience in effectively creating documents, reports, and presentations.
High degree of professionalism, integrity, and dependability.
Ability to work independently and with minimal supervision.
Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility, and discretion.
Excellent interpersonal skills and customer focus, with the ability to project a collaborative and professional demeanor with a wide range of constituencies in a diverse University community.
Superior written and verbal communication skills, as well as the ability to present views in a clear and compelling manner.
Self-motivated and committed to continuous improvement.
Associate’s degree in Accounting, Finance, or related discipline.
Ability to interpret financial reports, analyze trends, counsel upper management on corrective actions necessary to align with budget
Ability to troubleshoot and problem solve vendor invoices and account reconciliations.
Responsible for own work.
Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.
Offering the personal attention of a small liberal arts college, coupled with the breadth and global relevancy of a leading research institution, Wake Forest claims the distinction of being the nation's premier collegiate university. Wake Forest is consistently ranked among the top 30 universities in the nation. Our mission is to educate the whole person, graduating students who seek purpose-fille...d lives while building a community dedicated to serving humanity in the spirit of our motto, Pro Humanitate.