Accounting Associate

Job Description

Job Title: Accounting Associate

Minimum Education Level: High School Graduate/GED

Hours Per Day: 4.00

Start Time: 09:00 AM

End Time: 01:00 PM

Duration: 25-Sep-2023 – 22-Mar-2024 (06 Months)

Location: Stanford, CA 94305 (Hybrid)

Remote. 75%-90% of the work will be remote. Some onsite work required based on business needs

PR Range: $25/hr – $33/hr

Job Description:

Seeking an Accounting/Finance Associate to assist the CMGM Accounts Manager with the billing/accounting/purchasing functions of the Beckman Service Centers. The position reports to the CMGM Accounts Manager and is responsible for helping support four large service centers that provide Stanford researchers and external customers with access to advanced technologies and laboratory services on a fee-for-service basis. The ideal candidate will have experience with receivables/billing/collections, familiarity with online ordering/billing databases, and excellent organizational/analytical skills.

Duties include:

 Obtain and utilize monthly A/R Aging reports from Sponsored Receivables Management (SRM). Organize A/R Aging tasks based on the oldest past-due invoices. Collect billing information gathered from each of the four service centers.

 Email payment status, monitor A/R transactions, and follow up on pending payments with external customers. Submit monthly revenue journals for the four service centers.

 Assist the CMGM Accountant with the preparation of ad hoc requests by Service Center Directors and CMGM Associate Director as needed.

 Resolve any errors from Oracle Journals such as incorrect or expired account numbers. Consult with CMGM Accountant on broader issues.

 Resolve billing issues with internal and external customers.

 Assist CMGM Accountant with Procurement requests as needed.

 Review Journals for compliance and submit for approval. Work with SRM to ensure invoices are accurately stated and sent to external customers.

 Maintain documentation of Journals and other accounting transactions.

 Onsite duties to include the completion of periodic iSpace inventory, equipment tagging, check payment collections, onsite

Requirements:

1. Team Player/Teamwork oriented

2. Attention to Detail

3. Customer Service Skills

4. A high school diploma and 2 years experience are required. A bachelorÂÂs degree in accounting/Finance and 1 yearÂÂs experience are preferred

QUALIFICATIONS:

This section includes qualifications from the JDL and cannot be edited or changed. Add your desired qualifications and knowledge, skills, and abilities as needed. This section can be pasted in the Taleo requisition in section number 3 – Description (External) under ÂÂQualifications  ExternalÂ.

DESIRED QUALIFICATIONS: A bachelorÂÂs degree in accounting/finance and 1 yearÂÂs experience is preferred.

EDUCATION & EXPERIENCE (REQUIRED):

High School diploma or equivalent and two years’ work experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

 Knowledge of basic accounting procedures.

 Ability to operate computerized office applications and accounting systems.

 Ability to clearly and effectively communicate information to internal audiences and client groups

CERTIFICATIONS & LICENSES:

None

Duties:

Review, process, gather, and compile accounting transactions and documents for completeness, accuracy, and compliance.

Ex: Obtain and utilize monthly A/R Aging reports from Sponsored Receivables Management (SRM). Organize A/R Aging tasks based on the oldest past-due invoices. Collect billing information gathered from each of the four service centers. Review transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations, and compliance. Monitor transactions in accounting systems for clearing and outstanding items.

Ex: Email payment status, monitor A/R transactions, and follow up on pending payments with external customers. Submit monthly revenue journals for the four service centers.

Compile, maintain, and review data and daily reports for accuracy. Generate standardized financial reports.

Ex: Assist CMGM Accountant with preparation of ad hoc requests by Service Center Directors and CMGM Associate Director as needed.

Resolve transactional inquiries, and escalate broader issues.

Ex: Resolve any errors from Oracle Journals such as incorrect or expired account numbers. Consult with CMGM Accountant on broader issues.

Respond to transactional inquiries from client groups.

Ex: Resolve billing issues with internal and external customers.

May be responsible for p-card administration, processing, travel cards, and expendable reimbursements.

Assist CMGM Accountant with Procurement requests as needed.

May establish accounts in financial systems; prepare invoices.

Ex: Review Journals for compliance and submit for approval. Work with SRM to ensure invoices are accurately stated and sent to external customers.

Participate in new initiatives, as needed such as user testing.

Maintained accounting/finance departmental files and desktop procedures and processed documents for the area of responsibility. Ensure compliance with University policies, and federal regulations and requirements.

Ex: Maintain documentation of Journals and other accounting transactions.

Other duties may also be assigned:

Additional CORE DUTIES/FUNCTIONS:

This additional information is to be used to describe significant additional duties specific to this position.

Onsite duties include the completion of periodic iSpace inventory, equipment tagging, check payment collections, onsite meetings, etc.

WORK STANDARDS (from JDL):

 Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

 Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

 Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the Administrative Guide,