Accounting Clerk 3

Case Western Reserve University - Cleveland, OH

Hybrid - Cleveland, OH

Educational Services

About the position

Working under general direction, perform complex and diverse bookkeeping and accounting duties as they relate to the preparation of reports, statements, invoices or other financial records. The accounting clerk is a member of the team responsible for the daily fiscal and administrative operations for Chemical Engineering, Macromolecular Science Engineering and Materials Science and Engineering departments. Serve as the procurement agent for the three departments and affiliated service centers. This position requires regular exercise of discretion.

Responsibilities

• Responsible for all procurement activities. Update or develop clerical procedures. Serve as the primary point of contact regarding procurement activities, including Procurement and Distribution Services department. Provide direction on organizational accounting policies and procedures.
• Monitor/audit research and academic account activity through computerized personnel and accounting systems based on existing financial reports from the university and develop financial reports to aid faculty in monitoring their restricted and unrestricted accounts. Identify errors and make necessary corrections.
• Process all research and non-research supply and equipment orders for faculty and their research staff. Prepare pre-requisition for research and non-research supply orders and assign internal order number in purchase log. Review completed requisition based on PeopleSoft ordering parameters and determine how order is placed.
• Oversee and facilitate the processing of all major equipment orders processed through People Soft for restricted and unrestricted accounts. Responsible for compiling all the necessary supporting documents (i.e., bids, single source justification form, quotes, sale agreements, etc.) and ensuring that order is processed in compliance with the policies and procedures of the Procurement and Distribution Services department.
• Authorize PCard compliant supply purchases directly with vendor. Must stay abreast of PCard purchasing policies and procedures. Place orders with vendor via phone, website, email or fax. Obtain order confirmations from vendors. Expected delivery and order confirmation is shared with the end user requesting supplies.
• Organize and maintain filing system for current and closed accounts. Ensure that the procurement transaction log with each PCard order is completed. This includes the vendor, date, price, speed type, item and end user, which is recorded for each order.
• Ensure that back-up paperwork for each order is kept with the procurement log for Pcard audit purposes, and that back up paperwork is filed with the correct speed type that the order is being charged to for audit purposes.
• Process invoice payment requests. Ensure invoices are accurate and match orders or contracts by checking quantities, prices, and terms. Address any issues or discrepancies that arise.
• Monitor monthly tank rentals against accounts by verifying that the rental charges are accurate. Must keep track of tanks that are returned and make sure they are no longer charged to the account.

Requirements

• 2 to 3 years of related experience.
• High school education required; prefer Associate's degree including accounting.
• Must be proactive, have sound judgment and decision-making skills, be well spoken, helpful, and knowledgeable about the department's programs, policies, and people.
• Must be familiar with policies and procedures of the university.
• Must be a mature, honest, and ethical individual with good moral judgment and discretion.
• Must be professional, detail oriented, and highly organized.
• Must have excellent communication skills, both verbal and written.
• Must be able to interact on a professional basis with students, faculty and staff from diverse backgrounds.
• Must have word processing, spreadsheet and graphics skills. (Microsoft Office proficiency essential).
• Knowledge of People Soft Financials is required.
• Must be familiar with office equipment, PC, photocopier, fax, binding machine and scanner.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

Benefits

• Excellent healthcare
• Retirement plans
• Tuition assistance
• Paid time off
• Winter recess