Financial Assistant

Overview:

Reporting to the Post Award Manager, the Financial Assistant provides financial and administrative support at the Yale School of Public Health. This position partners with the Business Office to coordinate procurement and accounts payable activities, monitors, prepares and approves expense reports, prepares journal entries, prepares labor distributions and costing allocations in Workday. An important focus will be on Sub-award invoice compliance in which Yale is required to pay verified sub-recipient invoices issued under a federal prime award within 30 days after receipt of invoice. This process entails getting signed approvals from the accountants and Faculty (Principle investigator) and reviewing a sub-award checklist to ensure compliance and timely submission of sub-award invoices.

Principle Responsibilities:

• Assists with developing and monitoring of grants, contracts, and budgets
• Analyzes and reconciles financial statements. Produces operational and specialized reports for analysts
• Researches, identifies, and corrects errors through accounting transfers, ensuring accurate allocations
• Serves as the principle source of information to staff, faculty, students, and external contacts on financial policies and procedures and departmental activity
• Establishes and maintains financial records and files ensuring accuracy and completeness
• Implements new processes to streamline workflows
• Monitors and may approve account expenditures, ensuring accuracy
• Oversees and instructs support staff
• Ensures supplies and equipment are procured
• Records and posts data
• Performs clerical functions incidental to financial activities

Required Skills and Abilities:

Required Skill/Ability 1:
Excellent communication skills, both verbal and written. Ability to multitask and strong attention to detail.

Required Skill/Ability 2:
Willingness and ability to learn how to prepare expense reports, make purchases, and invoice payments using Workday and other Yale administrative programs.

Required Skill/Ability 3:
Proven ability to use Microsoft Office (e.g. Excel, Word, Outlook).

Required Skill/Ability 4:
Ability to work independently and demonstrate independent judgment. Ability to work under pressure and meet deadlines.

Required Skill/Ability 5:
Ability to maintain a professional demeanor and provide strong customer service.

Preferred Experience and Skills:

Bachelors degree in Accounting, Finance or related field. Prior experience providing support in a financial capacity. Familiarity with Yale's financial processes and systems. Working knowledge of the University's organization and administrative and financial policies, and guidelines.

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.

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Hourly Range

$31.83

Time Type

Full time

Work Model

Hybrid