Accounting Assistant
Job Description
The Fund Management area of the USF Foundation Office of Business & Financial Services processes new funds and updates for all USF departments that hold Foundation funds within Donor and Foundation policies and guidelines. In addition, this area supports including Chair budgets, state match, and endowment processing.
This position is responsible for supporting the review and processing of all Foundation Fund Management requests, which includes the establishment, maintenance and closure of approximately 6,000 funds maintained in the Blackbaud (FE), Fund Management Workflow systems, and related systems - (i.e., Reporting Xpress and Fundriver) to be sure all systems are in sync and making sure all major changes flow smoothly.
This position will also provide support where needed in the Chair Budget process, State match certification, fund history research and endowment management processing.
Responsibilities
Foundation Fund Management
Support in coordination of new fund set up, review fund change requests, complete appropriate changes, gather necessary documentation, correspond and meet with financial officers (signers, development officer and financial administrator), and answer inquiries as necessary. Support in review of gift agreement and scholarship criteria worksheet to ensure consistency prior to fund establishment. Enter fund information into Workflow - coordinating with Central Records - and in FE. Support with interdepartmental interaction on issues until they are resolved. Once complete send Notification of New Funds and Updates to Funds to all Financial Officers on fund. Coordinate PaperSave of fund data documents. Record fund changes on Fund Management tracking sheet. Reviewing information for organization codes and update fund types as appropriate in Workflow and FE.
Fund History Research and Fund Administration
Run queries in FE to review and prepare import file to update signer information. Code of Ethics - Annually - Renew, record and retain Code of Ethics. Review Code of Ethics document to ensure it is current. Forward the Code of Ethics form to all financial officers (Provosts, Vice Presidents, signers, development officers, financial administrators) on Foundation funds. Track all forms received. Follow up with financial officers when the form has not been received to ensure that there is no lapse in signature authority or fund access. As needed - Contact new financial officers to explain the Code of Ethics policy and get a signed form from them.
Customer Service
Historical research and answer inquiries on funds and authorized signers. Assist with specific fund projects assigned by Supervisor or Management. Assist with maintaining up to date documentation of processes/procedures on fund management.
Other Reporting areas
Help support the Chair Budget process - reviewing budgets presented and updating information, quarterly transfers and research for questions and updating revised information. Assist with First Generation State Match annual certification. Assist in preparing documentation, communicate with colleges, prepare JE's, review transactions and provide updates to Financial Aid during the year.
Other Fund Management Initiatives
Support with coordination of fund purpose changes in accordance with FUPMIFA requirements and Foundation policy. Communication with unit staff and development officers throughout process.
Support the Transition of FM historical documents to FE PaperSave
Review files in FM historical documents to upload to PaperSave. Remove duplicates, documents on incorrect files put on correct funds so all historical records will be in PaperSave.
Fund Management in Related Systems
Assist in processes for Fundriver - review new fund set-up, organization changes, merging funds, etc. Also, assisting in reviewing changes in Reporting Xpress.
Performs other duties as assigned.
Qualifications
MINIMUM: High school degree with excellent Excel skills and good communication skills. 2 to 5 years experience working in an office setting.
Degree Equivalency Clause: Four years of direct experience for a bachelor's degree.
PREFERRED: One to five years experience in fiscal, accounting or business support is preferred. Project management experience is also preferred. Bachelor Degree preferred.
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