Financial Assistant 4

Overview

Reporting to the Operations Manager and the Administrative Services Supervisor for the Faculty of Arts and Sciences (FAS) department of Physics. Financial Assistant 4 will provide high-level and high volume financial and administrative support to the department, faculty, postdocs, students, and associated business operations. This position will partner with the Operations Manager to complete the monthly financial checklist to review all suspense reports and prepare corrections, as well as generate other financial reports for review and additional action. Duties to include generating ad hoc financial reports; preparing and/or reviewing and approving supplier setup requests, invoices, expense reimbursement reports, and supplier invoice requests; account monitoring; preparing honoraria payments and purchase requisitions using the Workday financial application system with accuracy and allowability according to university policies and procedures. The position will complete special projects as needed and perform additional duties incidental to departmental operations necessary to maintain the highest level of financial and administrative support.

Principal Responsibilities:

• Monitors, controls, and maintains the financial activity of non-sponsored accounts. Ensures expenditures are posted to proper accounts. Identifies, researches, and corrects questionable expenditures. Serves as the principal source of information on financial policies and procedures and financial activity. Reconciles and analyzes financial statements. Prepares standardized and specialized financial reports and analyses. Oversees the maintenance of financial records and files. Assists with the development and implementation of systems and procedures. Performs clerical functions incidental to accounting activities, including but not limited to making regular cash/check deposits.

Required Skills and Abilities

1. Excellent verbal, written, and interpersonal communication skills. Self-motivated with the ability to take initiative, problem solve, and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality.
2. Demonstrated ability to provide financial support and the ability to run and interpret financial reports. Proven ability with expense report management.
3. Demonstrated proficiency with Microsoft Word, Excel, and Outlook, as well as the willingness to learn new technology and systems.
4. Excellent organizational skills and the ability to make accurate records. Ability to multitask, be flexible, and pivot as needed to prioritize tasks, meet deadlines, and work effectively with conflicting and competing deadlines and time constraints.
5. Excellent customer service skills and ability to interact with a diverse population. Excellent attendance record, punctuality, and reliability.

Preferred Education and Experience

1. Demonstrated ability with budget monitoring, chart of accounts.
2. Knowledge of financial policies and procedures.
3. Strong knowledge of Yale University's policies and procedures.
4. Experience working in a higher education setting.

Physical requirements

Ability to sit for long periods of time Ability to walk between university locations

Principal Responsibilities

1. Drafts preliminary financial sections of proposals. 2. Reviews all proposals for accuracy, completeness, and compliance to grantor and University requirements and regulations. 3. Monitors, controls, and maintains financial activity of accounts. Ensures expenditures are posted to proper accounts. Identifies, researches, and corrects questionable expenditures. 4. Serves as the principal source of information on financial policies and procedures and financial activity. 5. Reconciles and analyzes financial statements. Prepares standardized and specialized financial reports and analyses. 6. Oversees and instructs support staff. 7. Oversees the maintenance of financial records and files. 8. Assists with the development and implementation of systems and procedures. 9. May calculate weekly payroll for department staff. 10. Performs clerical functions incidental to accounting activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.