Accounting specialist

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Description

This individual assists the OB/GYN Business/Administrative Associate & the OB/GYN fiscal team in the daily coordination and monitoring of accounts, bookkeeping, vouchering, and purchasing for the Department. Specific and pertinent knowledge is required to perform the various functions necessary to this position.

Examples of Duties

The following information is intended to be representative of the work performed by incumbent in this position and is not all­ inclusive. The omission of a specific duty or responsibility will not preclude it from the position if the work is similar, related or a logical extension of position responsibilities.

Demonstrates, by actions, commitment to the mission and the behavioral standards of SIU School of Medicine. Provides excellent service to both internal and external customers through collaboration and partnership; compassion and respect; integrity and accountability; diversity and inclusion; as well as continuous learning and improvement.

Departmental and Clinical Purchasing Responsibilities 40%

• Initiate, coordinate, and implement departmental purchasing activities, paying careful attention to identify the proper funding source for each purchase.
• Act as a fiscal contact for department personnel for all clinic, research and administrative supplies.
• Assist placing orders for all clinical and research purchase (as assigned) of commodities, pharmaceuticals, equipment, etc.
• Work with clinical nursing staff and research personnel to accomplish the following:
• Clarify specifics of an order.
  
  

Contact vendors for availability and pricing information.

• Obtain quotes from vendors for equipment purchases and availability of products.
• Update ordering information.
• Arrange for return of unwanted items.
• Work with vendors to establish ship to and bill to accounts for the various clinic and research laboratory locations within the Department.
• Prepare department purchase requisitions to establish blanket purchase orders, encumbering funds for payment of services, supplies, etc. per SIU Procurement guidelines.
• Prepare department purchase requisitions for miscellaneous purchases, as required, based on SIU Procurement guidelines. Ensure appropriate quotes have been obtained and proper documentation is included.
• Placeorderswithoutsidevendorsviawebsite,telephone,FAX,writtencorrespondence, etc.
• Initiate contact with sales representative or vendor customer service.
• Confirm pricing and availability of any purchase discounts or promotions.
• Providing purchase order numbers, when applicable.
• Confirmand/or provide billing and shipping address information.
• Provide credit card information for payment if allowed under the PCard guidelines.
• Confirm ship dates and arrange for any extraordinary delivery needs.
• Prepare forms to adjust Purchase Orders as necessary.
• Follow up on the receipt and acceptance of orders in AIS/Medbuy to allow payment to be processed.
• Act as one of our Departmental PCard holders and as a Reviewer for Department of OB/GYN user transactions.
  
  

l. Review completed PCard transactions in JPMorgan to ensure charges are to appropriate departmental accounts. Ensure receipts and all relevant support documentation is provided by the cardholder for PCard transactions.

Departmental and Clinical Accounting Responsibilities 40%

• Process assigned disbursements, preparing Invoice Distribution Vouchers to pay departmental bills, ensuring that:
• Pertinent invoice numbers are identified.
• Payment is designated out of appropriate departmental account.
• Paperwork conforms to School of Medicine and Healthcare policies.
• Appropriate signatures are obtained. Appropriate documentation is attached.
• Copies are sent to all pertinent parties .
• Electronic filing systemis maintained and updated .
• Process Bi-weekly payroll and fringe benefits for the OBGYN department. Maintain accurate payroll and fringe benefit records and trackers for each employee.
• Responsible for assignment costing changes, personnel/budget changes, and retroactive account adjustments for bi­
  
  

weekly employees . Monitor and follow up with payroll reports and Continuing Position Staffing Plan to ensure

processed accurately .

• Review documentation submitted and prepare Travel Voucher for employee reimbursement of travel expenses in
  
  

accordance with SIU Medicine and Healthcare policies.

• Assist staff with process and completion of the authorization for travel and reimbursement form.
• Maintain a travel reimbursement form for faculty and staff to use .
• Work with staff to clarify questions related to the request for travel reimbursement and ensure all relative documentation is included.
• Obtain necessary signatures and forward to SIU Accounts Payable to be processed.
• Maintain computer bookkeeping system, entering blanket purchase order totals , payments processed via vouchers, PCard payment transactions , etc. into the OB / GYN General Ledger.
  
  

Departmental Administrative and Reporting Responsibilities 20%

• Work closely with Department Business / Administrative Associate, assisting with monthly account reconciliations, voucher searches, filing, etc.
• Work with the Department, on the coordination of all orders for the SIU Print Shop .
• Serve as information resource for Department personnel regarding orders, bills , payments, etc.
• Provide support when requested by the Assistant to the Chair.
• Other duties as assigned.
  
  

Qualifications

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
• coursework in accounting, as measured by the following conversion table or its proportional equivalent:
• 9 semester hours equals two (2) years (24 months)
• coursework in any discipline or a closely related field, as measured by the following conversion table or its proportional equivalent:
• 30 semester hours equals one (1) year (12 months)
• Associate's Degree (60 semester hours) equals eighteen (18) months
• 90 semester hours equals two (2) years (24 months)
• work experience in bookkeeping, office support, or closely related experience.
• Two (2) years (24 months) work experience in bookkeeping, office support, or closely related experience.
  
  

Skills

SKILLS AND ABILITIES NEEDED FOR THE POSITION:

• The incumbent must understand State of Illinois , University, SIU Medicine (Academic and Clinical) , and OB / GYN Departmental policies and procedures related to purchasing, payables accounting and travel regulations.
• Knowledge above the rudimentary understanding of b ookkeeping practices and procedures and accepted accounting principles.
• Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures.
• Skill in active listening and critical thinking.
• Skill in compilation of complex financial records and the preparation of routine financial reports or statements.
• Ability to communicate effectively as appropriate for the needs of the audience.
• Ability to set priorities, establish management objectives, and schedule work assignments.
• The incumbent must be detail oriented with accurate recordkeeping abilities.
• The incumbent must be able to multi-task, while retaining a high level of concentration on the current activity undertaken.
• The incumbent must be capable of working independently, yet interact well with others.
• The incumbent must be sensitive to the needs of underrepresented minority populations.
  
  

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date. This should be listed in the Minimum Qualifications for these vacancies.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at [email protected] or call 217-545-0223 Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

The SIU School of Medicine Annual Security Report is available online at . This report contains policy statements and crime statistics for Southern Illinois University School of Medicine in Springfield, IL. This report is published in compliance with Federal Law titled the

"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.