Assistant Accountant – Shared Services
Job Description
About the Role
Title: Temporary (Hybrid) Assistant Accountant – Shared Services (26150)
Description
The Shared Services Center is currently accepting applications for a Temporary Assistant Accountant. The Shared Services Center (SSC) Accounts Receivable team processes revenue transactions and initiates accounting transactions for revenue to be posted into Oracle Accounts Receivable module for WVU Research Corporation, West Virginia University, and its regional campuses. Provide guidance and support to WVU employees and customers.
What You’ll Do
Prepares bank deposits in One Waterfront Place, Morgantown, WV 2-3x week for multiple bank accounts (WV State Treasurerâs Office, WVU Research Corp, Banner Bank account, RC Payroll, Payroll correction, F&P Realty and WVU Innovation Corp). This entails receiving checks via USPS mail, WVU departments, and WVU Campus mail. Maintain a check log on an excel spreadsheet for all checks received. Each check is researched to determine where it needs applied. This is often accomplished by reaching out to WVU departments or WVU Sponsored Programs Financial Management. Some receipts are retrieved from SalesForce case management system (CRM). Many of the checks are for Sponsored Projects/Award activity. Internal miscellaneous receipts or cash receipt forms are acquired or completed by this position. Once the necessary forms are completed a corresponding bank deposit ticket is made to the appropriate bank account ensuring that receipts also correspond to the general ledger funding string. Checks are deposited via a Remote Deposit Capture scanner. The internal documentation is sent for data entry into the MAP Accounts Receivable System by completing a Qualtrics form and submitting a case into SalesForce for the data entry to be completed. Deposit reports, images of checks and deposit tickets are saved electronically to a network drive.
Data entry of Miscellaneous and Cash Receipts into various bank accounts (WV State Treasurerâs bank account, WVU Research Corporation and Banner bank accounts). This includes reviewing each document for accuracy before data entry while ensuring the accuracy of Departmental Revenue transactions posted into MAP Accounts Receivable system. Keying errors result in reconciliation items, the departments revenue is posted into a wrong funding string, or the loss of revenue to the appropriate department.
Responsible for reconciling cash in bank accounts in the University’s financial system to the bank’s records monthly. This is accomplished by receiving, researching and resolving outstanding reconciliation items from multiple bank reconciliations that originate from the State Treasurerâs Office (State bank account to wvOasis) and the WVU Treasury Operations (MAP to wvOasis). Reconciliation includes analytical examination of entries within large, complex funds.
Researches and prepares debit/credit adjustments from multiple bank accounts. Prepares adjustments that are outstanding and ensure they are recorded in MAP and the Stateâs Financial system OASIS.
Researches and prepares Returned Check Notices from multiple bank accounts. Prepares receipts or receives receipts from the depositing WVU department and ensures chargebacks are keyed into MAP
Queries in wvOasis financial system for Oasis payments that are in rejected or a hold status. Works with appropriate WVU department to resolve these issues
Intergovernmental Electronic Payments (IET, PRCI/PRMI)-Run Business Intelligence reports from wvOasis system, sort, filter the file and identifying where the payment needs applied. Collects or creates the appropriate receipt form and ensures the payment is entered into MAP
Incumbent will assist Accountant Senior with the stale date and due diligence letters, and reporting associated with Unclaimed Property processes
Assists in the preparation of the Letter of Credit Federal drawdown file. This occurs 2x month on average that requires attention to detail. Errors could result in the over drawing federal funds or the drawing from the wrong award which causes grant invoice errors and financial reporting discrepancies
Federal Land grant reports are run and sent to WVU departments for review and reconciliation. Once they provide approval the funds are withdrawn from the associated federal agency. Attention to detail is critical as errors could result in the over drawing of federal funds or drawing from the wrong award which causes financial reporting discrepancies
Assist the ACH/Wire team as needed to identify electronic payments and prepare receipts and send them for data entry
Monitors the WVU Deposits vanity email account and Salesforce cases when requested
Assists with the grants customer database within the AR module by entering and/or editing grant customer setups when requested
Ability to function proactively within multiple environments with a diverse customer base, both internal and external of the University. Incumbent frequently interacts with WVU business offices as well as Shared Services Sponsored Programs.
Serves WVU Departments by gathering and posting revenues to Departmental Revenue System using computer, answering inquiries, and giving instructions primarily via email, Salesforce cases and Microsoft Teams chats.
Other administrative duties as assigned, including supporting other activities within Accounts Receivable team
Pay Grade: 15
Length of Assignment: approximately 8.5 Months
Work Hours: 37.5 Hours per week
Qualifications
Bachelorâs degree in business, secretarial or technical training related to the position
A minimum of one (1) year of experience involving:
Accounting, finance, or related field.
Strong computer experience including Microsoft Office suite.
Must be proficient in Windows-based applications and have strong internet skills.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge, Skills, Abilities
Demonstrated strong working knowledge and ability to operate a computer with thorough knowledge of Microsoft Office (word, excel, outlook) and PDF documents because they are used extensively.
Preferred knowledge of universities financial system – Oracle MAP and Mountaineer Markeplace
Maintain the ability to type with speed and accuracy. Computerized accounting system including accepting, processing, and tracking large volumes of information
Ability to interact professionally and diplomatically with associates, staff, and external customers.
Ability to work independently and exercise judgment
Must have time management skills to organize work under pressure and recognize priority duties in high-risk situations.
Strong listening skills to listen to others and effectively comprehend information.
Must be able to maintain confidentiality
Dependable; strives to be at work when scheduled
Preferred Qualifications
Work experience in College and University Accounting or banking
Use of Salesforce CRM
About WVU
West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.
From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.
At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values â service, curiosity, respect, accountability and appreciation â unite us as Mountaineers.
Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.
West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.
Posting Classification: Temporary
Exemption Status: Non-Exempt
Benefits Eligible: No
Schedule
: Full-time
