Job Family: Clerical and Technical
STARS Requisition: 90643BR
University Job Title: Financial Assistant 4
Department Job Title: Senior Financial Assistant
Grade: D
Position Focus:
The Senior Financial Assistant provides a high level of comprehensive financial and business support services to the organizations served by the Yale School of Management (Yale SOM) Business Office. This position is under the general direction of the Business Operations Director, Sr. Associate Director, and daily supervision of the Assistant Director.
Essential Duties:
- Provide a high-level of customer service to numerous and diverse walk-in, telephone, and email customers in a fast-paced environment. Assist with problem solving. Determine when issues need to be escalated.
- Serve as advisor to Yale SOM departments, assisting with purchasing and reimbursement requirements. Determine the appropriate method of payment. Make recommendations for using purchasing cards where appropriate. Monitor and review activity for compliance, accuracy, and completeness. Conduct the necessary due diligence to follow up on outstanding items.
- Review financial requests in Workday Financials for accuracy, documentation, and compliance with university policies and procedures.
- Manage the procurement of goods and services for various Yale SOM departments using appropriate university tools and processes. Manage standing orders and service contracts. Assist with the set-up of new vendors.
- Prepare expense reimbursements utilizing Workday Financials, including student clubs.
- Assist with student club funds and provide business office processes and accounting management/training to student club officers.
- Assist Budget Analysts with downloading and disseminating faculty and other department financial reports.
- Prepare journal entries in Workday financial system.
- Collaborate and prepare monthly CT state sales tax reports for the Yale SOM Business Office and Mailroom.
- Initiate and assist in maintaining Yale SOM’s chart of accounts.
- Work collaboratively with other front-line colleagues, including managing tasks in the Business Operations JIRA ticketing system and escalating related issues, when appropriate.
- Perform intake/exit tasks assigned through the JIRA ticketing system, including access requests.
- Assist with the process of monthly financial statement reconciliation.
- Prepare cash deposits and accompanying Workday cash sales.
- Assist with monthly credit card reconciliation for multiple departments.
- Request and maintain faculty, staff, and PhD student purchasing cards.
- Assists with processing student payroll including teaching assistants (TAs), research assistants (RAs), tutors, and musicians, etc.
- Create and maintain measures (or “metrics”) that will help to improve our business operations.
- Other office support duties as assigned.
Required Education & Experience:
Six years of related 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's degree in a related field; or an equivalent combination of experience and education.
Required Skills & Abilities:
- Demonstrated superior customer service skills, superior problem definition, problem-solving, follow-through, and follow-up.
- Demonstrated highly developed computer skills, including working ability with Microsoft products, i.e., Word, Excel, Outlook, and PowerPoint—proven skills in word processing, spreadsheets, accounting principles, and Internet navigation expertise.
- Strong attention to detail; ability to follow through on assignments independently and to work as a team member.
- Professional demeanor and ability to communicate verbally and in writing in a helpful, pleasant, and professional manner.
- Demonstrated ability to concentrate and perform with constant and varied interruptions.
Preferred:
Bachelor’s degree and demonstrated proficiency with online systems and computer applications listed in this description. Workday experience. Experience in bookkeeping or general accounting practices. Knowledge of Yale's administrative policies and procedures.
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.