Senior Financial Assistant

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 44405BR
University Job Title: Financial Assistant 4   
Department Job Title: Senior Financial Assistant    

Grade: D

Position Focus: 

Under the general direction of the Director and daily supervision of the Assistant Director, provide a high level of comprehensive financial and business support services to the organizations served by the Yale School of Management Business Office.

Essential Duties: 

  1. Provide a high-level of customer service to numerous and diverse walk-in, telephone and email customers in a fast-paced environment. Provide assistance with problem solving. Determine when issues need to be escalated.
  2. Prepare expense reimbursements utilizing Workday (WD) financials for Business Office, Case Study, IT staff, YSOM students (club activity, Enterprise Learning Credit, Global Studies Requirement, and Internship Fund Club) and other groups, as needed.
  3. Assist with student club funds and provide business office process, accounting management/training to student club officers.
  4. Assist Budget Analyst with download and dissemination of student club, faculty and other department financial reports. 
  5. Manage the procurement of goods and services for Yale SOM departments using appropriate University tools and processes. Manage standing orders and service contracts. Assist with the set-up of new vendors in Procurement and Sciquest.
  6. Serve as advisor to key Yale SOM departments assisting with purchasing requirements. Determine appropriate method of payment. Make recommendations for use of purchasing card where appropriate. Monitor and review activity for compliance, accuracy, and completeness. Conduct the necessary due diligence to follow up on outstanding items.
  7. Review WD Financial requests (comparable to Oracle EMS, Check Request forms, and the Accounts Payable Worklist transactions) for accuracy, documentation and compliance with University policies and procedures.
  8. Prepare journal entries (similar to Oracle JSA) in WD financial system.
  9. Collaborate and prepare monthly CT state sales tax reports for the SOM Business Office and Mailroom.
  10. Initiate and assist in the maintenance of SOM’s chart of accounts. 
  11. Work collaboratively with other front line colleagues including managing the SOM mailbox and escalating related issues when appropriate.  Perform intake / exit tasks assigned via JIRA ticketing system.
  12. Maintain the disbursement of Eli Bucks cards when requested.
  13. Assist with process of monthly financial statement reconciliation.
  14. Maintain files for accounts in compliance with University policies and procedures.
  15. Collect income related to Banner data entry bounces.
  16. Prepare cash deposits and accompanying RIFs.
  17. Administer and reconcile Petty Cash Funds.
  18. Create and maintain measures (or “metrics”) that will help to improve our business operations. 
  19. Enter credit card transactions into Paypal as needed for school events.
  20. May require rotational deployments to remote work sites. 
  21. Other office support duties as assigned.

Required Education & Experience: 

Six years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate Degree; or an equivalent combination of experience and education.

Required Skills & Abilities: 

  1. Demonstrated superior customer service skills: superior problem definition, problem solving, follow through, and follow up.
  2. Demonstrated highly developed computer skills including working knowledge of Microsoft products: Word, Excel, Outlook and PowerPoint. Proven skills in word processing, spreadsheet, accounting principles, and Internet navigation expertise.
  3. Strong attention to detail; ability to follow through on assignments independently and to work as a team member.
  4. Professional demeanor and ability to communicate verbally and in writing in a helpful, pleasant and professional manner.
  5. Demonstrated ability to concentrate and perform with constant and varied interruptions.

Preferred: 

Bachelor’s degree and demonstrated proficiency with on-line systems and computer applications listed in this description. Workday, Oracle and Expense Management System experience. Experience in bookkeeping or general accounting practices. Knowledge of Yale's administrative policies and procedures. Global orientation; experience working across countries and regions, and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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