Position Summary: Responsible for the audit and verification of all SEI PCard transactions, which includes SEI purchase requests and conference registrations, estimated annually at $1.3M. Verification must comply with SEI and CMU policies/procedures/guidelines and all transactions require a 30 day turnaround time.
Additionally, this position will be responsible for accurate financial records for the purchasing and travel department. This is done through interaction with the Accounts Payable supervisor as well as Financial Analysts to review and prepare necessary redistributions, insure intercompany transfer charges are made correctly and internal data accurately reflect financial systems.
Additionally, responsible for the audit and payment of the monthly travel airfare billings, totaling approximately $2M per year, related travel costs billing approximately $20K per year, and miscellaneous invoices approximately $30K per year. This position is responsible for the accurate allocation of all charges on these invoices to the approved charge string(s). This position will also be involved in the preparation of financial reports, summaries, trends and variance reports as assigned by Financial Services Management.
Additionally, preparing and processing all Grant Recharge entries for the copy center, conference calls, etc. as requested.
Minimum Qualifications and Requirements:
Education/Training: Associate Degree or equivalent combination of training and experience.
Experience: At least three (3) years of related experience with an emphasis on financial tracking and reporting.
Skills/Abilities: Must have strong organizational, analytical, reasoning, interpersonal and problem solving skills; excellent communications skills; ability to interact with campus community and external customers; a willingness to assume responsibility and to exercise good judgment. Must be willing to take on new tasks, accept responsibility for accuracy and implementation of new ideas. Must be computer literate. Must be able to compose written communications, edit correspondence, have excellent verbal skills, maintain accurate and detailed records and have the ability to understand and follow directions. A working knowledge of Excel and Word.
Physical Mobility: Normal office position with some mobility (i.e., travel to other campus locations; may require some bending, stretching, pushing as well as lifting of several reams of paper, etc.).
Environmental Conditions: Usual office setting, close contact with CRT for long periods of time.
Mental: Ability to pay close attention to detail, meet flexible deadlines, remain calm during difficult situations, work under pressure and work with frequent interruptions. Strong problem-solving, analytical and communication skills.
Other: U.S. Citizenship is required. Applicants must be able to pass a background investigation. If needed, applicants will be subject to a security investigation and must meet eligibility requirements for access to classified information.
Preferred Qualifications and Requirements:
Education/Training: Bachelor’s degree or equivalent combination of training and experience.
Experience: Experience in an academic setting.
Skills/Abilities: Oracle 11i financial system.
Accountability: Expected to act independently, prioritizing own workload. Responsible for making timely decisions and taking appropriate actions to ensure timely payment of all invoices. Establishes priorities, then plans and executes own and/or unit work. Actively participates with other members of the SEI and CMU to develop systems, procedures, guidelines, system specifications, and maintenance of existing systems. Provides training and consulting to individuals at all levels of the SEI.
Direction: Performs under general supervision. Supervisor only checks end results of payments processed, and samples of all other duties performed. All normal duties and responsibilities are handled independently using established guidelines, policies and previous experiences as precedents, only the most difficult or unique situations are referred to the supervisor. It is expected that as requirements change, the incumbent will recognize the need to review/edit policies and procedures and take appropriate action by recommending adjustments to management.
Decisions: Has latitude to make decisions regarding ability and payment or payment application of invoices on approved charges. Decisions are made based on policies, procedures, guidelines, past precedence, and current practices. Unique situations are expected to be referred to supervisor; however, it is expected that solutions and recommended rationale are part of these discussions.
Supervisory Responsibilities: Will supervise/provide guidance to other staff, such as temporary employees and work-study.
JOB FUNCTIONS OR RESPONSIBILITIES:
65% Responsible for the audit and verification of all SEI PCard charges, which includes all SEI purchasing orders and conference registrations. This includes the review of Purchase Requests and Conference Registration requests in the SEI Management Information Systems to ensure the charges are approved, items received and charge strings and expenditure types are appropriate for each expense. Work with internal staff or outside vendors with discrepancies or documentation questions. Verification must comply with SEI and CMU policies /procedures/ guidelines and all transactions require a 30 day turnaround time.
15% Responsible for accurate financial records for the purchasing and travel departments, this is done through interaction with the Accounts Payable manager and financial analysts to review and prepare necessary redistributions and ensuring intercompany transfer charges are made correctly. Additionally, preparing and processing all Grant Recharge entries for the copy center, conference calls, etc. as requested. Will also be involved in the preparation of financial reports, summaries, trends and variance reports as assigned by Financial Services Management.
15% Additionally, responsible for the audit and payment of the monthly travel airfare billings, totaling approximately $2M per year, related travel costs billing approximately $20K per year, and miscellaneous invoices approximately $30K per year. Includes utilizing the SEI Travel Request System and the Oracle Accounts Payable module to ensure timely payment of these invoices. This position is responsible for the accurate allocation of all charges on these invoices to the approved charge string(s) includes closely monitoring ticket exchanges. This includes working closely with the SEI Preferred Travel Agency personnel, support staff and the Business Services Travel Associates.
5% Other duties as assigned.
100% TOTAL EFFORT
ORGANIZATIONAL CHART: Director, Financial & Business Services > Manager, SEI Financial Services > Assistant Manager, SEI Financial Services > Team Lead, Accounts Payable > Accounts Payable Specialist
Carnegie Mellon University is an EEO/Affirmative Action Employer – M/F/Disability/Veteran