Accounting Representative (Finance & Administration) Medicine

About the position

The Accounting Representative position within the College of Medicine at Florida State University is a vital role that provides comprehensive financial and accounting support to the Research Accounting unit. This position is responsible for conducting daily reconciliations of payroll and expense details for assigned College of Medicine budgets, ensuring that any necessary corrections are completed promptly. The representative will maintain proper electronic documentation, ensuring that all files are complete and accurate. As a P-Card purchaser, the representative will serve as a liaison to assigned departments, providing training and problem-solving skills for purchasing, inventory, and travel issues that may arise. In addition to these responsibilities, the Accounting Representative will maintain internal accounting records for assigned budgets, which includes recording information into SharePoint and other internal record-keeping systems to reconcile departmental records with OMNI/BI. The role also involves auditing encumbrances to ensure that all documentation and funding supporting requested payments are adequate and comply with University policies and procedures. The representative will serve as a P-Card back-up proxy, which includes auditing, coding in OMNI, and reconciling charges in SharePoint for assigned P-Cards. The position requires the creation, processing, auditing, and reconciling of invoices in the College of Medicine's data management tracking system, ensuring that all payments are matched accurately with faculty and student course hours, course duration, and payment recipient information. The representative will also prepare and process required forms for travel and expenses, ensuring compliance with University policies and obtaining necessary approvals. This role requires timely preparation, coordination, tracking, and routing of documentation for vendor purchase orders and invoices, as well as communication with vendors regarding purchase orders and shipping dates. The Accounting Representative will prepare and review monthly ledger and P-Card reconciliations and financial reports for management and analysts, ensuring compliance with University policies. The role also involves assisting Accounting Specialists and management in advising departmental staff on budget status, processing checks and cash for reimbursements, and preparing reports and queries as assigned. The representative will also assist with mail delivery and logging payments as needed, while promoting teamwork and participating in the delivery of financial support services for special projects and key departmental deadlines.

Responsibilities
? Conduct daily reconciliation of payroll and expense details for assigned College of Medicine budgets.
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? Ensure timely completion of any needed corrections.
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? Maintain proper electronic documentation and ensure files are complete.
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? Serve as P-Card purchaser for the College of Medicine.
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? Act as a liaison to assigned departments for training and problem-solving regarding purchasing, inventory, and travel issues.
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? Maintain internal accounting records for assigned College of Medicine budgets, including recording information into SharePoint and other systems.
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? Audit encumbrances to ensure documentation and funding for payments are adequate and compliant with University policies.
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? Serve as P-Card back-up proxy, auditing and reconciling charges in SharePoint.
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? Create, process, audit, and reconcile invoices in the College of Medicine's data management tracking system.
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? Prepare and process required forms for travel and expenses, ensuring compliance with University policies.
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? Create requisitions in OMNI and SpearMart for processing.
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? Prepare, coordinate, track, and route documentation for vendor purchase orders and invoices.
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? Communicate with vendors regarding purchase orders, invoices, and shipping dates.
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? Prepare and track Electronic Payment Request Forms (ePRFs) and Departmental Online Journals (DOLs).
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? Prepare and review monthly ledger and P-Card reconciliations and financial reports for management.
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? Assist Accounting Specialists and management in advising departmental staff on budget status.
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? Intake checks and cash for travel, expenditure reimbursements, and foundation donations.
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? Prepare reports and perform queries and updates in OMNI/BI and SharePoint as assigned.
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? Research discrepancies between internal records and OMNI/BI data and take corrective action as needed.
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? Create and maintain folders for new department IDs in SharePoint and ensure correct OMNI setup.
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? Produce monthly management reports in a specified format.
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? Assist with opening College of Medicine mail and logging payments as needed.
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? Run occasional errands and perform other related duties as required.

Requirements
? Bachelor's degree; or high school diploma/equivalent and equal to four years of experience.
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? Ability to communicate effectively verbally and in writing.
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? Ability to establish and maintain effective working relationships.
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? Ability to perform accurately in a detail-oriented environment.
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? Ability to prioritize, organize, and perform multiple work assignments simultaneously.
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? Ability to compile, review, and reconcile data for accuracy, completeness, and compliance.
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? Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules, and regulations.
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? Knowledge of and ability to interpret and apply related University policies, procedures, principles, and practices.
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? Knowledge of applicable computer applications and basic computer functions.
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? Knowledge of accounting systems and practices.
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? Knowledge of electronic data processing as it applies to fiscal and accounting activities.
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? Knowledge of and ability to apply Generally Accepted Accounting Principles (GAAP).
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? Knowledge of the concepts, principles, and practices of data collection.
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? Knowledge of collection and/or cash handling procedures and ability to perform monetary transactions.

Nice-to-haves
? Florida or Georgia Driver's license.

Benefits
? Anticipated starting salary of $37,000, commensurate with education and experience.
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? Robust Total Rewards package including compensation, benefits, wellness, recognition, and employee development programs.

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