Accounting Assistant (part-time) Job Opening

Accounting Assistant (part-time)

Oklahoma State

Stillwater, Oklahoma
— Part-time

OSUF TRUE NORTH:
We raise, invest and distribute philanthropic support for OSU.

OSUF PRODUCT SCOPE:
We provide private support to enhance the University’s ability to fulfill its land-grant mission.

DEPARTMENT PURPOSE: Accounting and Finance provides financial management, disbursement of support, and reporting to promote the land-grant mission.

PRIMARY PURPOSE: To administer various duties in accounts payable and provide support in the accounting department.

KEY AREAS OF FOCUS:

Tracking and Monitoring Payment of Vouchers-
  • Logging vouchers as they first come in and logging vouchers as they are processed
  • Reviewing vouchers for proper approval and donor intent
  • Mark vouchers that need further signatures and clarify project names and project numbers which requires emailing University personnel
  • Track vouchers that have issues until issues are resolved

Data Entry-
  • Entering accounts payment invoices into Financial Edge for check runs 4 times a week
  • Data entry of motor pool invoices
  • Supplying vendor numbers on invoices
  • Sorting vouchers that are EFTs and/or priority and/or need signatures

Reports and Documentation-
  • Preparation of reports to the University (i.e. inventory, payroll, non-cash gifts).
  • Quality control of scanned documents into the AX Document Management System
  • Assist with data entry of project notes
  • Other duties as assigned

JOB COMPETENCIES AND EXPERIENCE:

Education & Certifications-
  • High School Diploma/Equivalent
  • Some college experience preferred

Experience-
  • Familiar with Microsoft, Outlook, Document Manager, and Financial Edge
  • Proven sense of humor and ability to have fun

Organizational Competencies-
  • Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions
  • Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU
  • Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the Foundation a more enjoyable place to work
  • Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions
  • Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty
  • Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks for continually improve
  • Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments

PHYSICAL REQUIREMENTS:
Must use a computer terminal and view a computer screen for extended periods of time. Must talk in person or by phone (frequently and sometimes for extended periods) to people on campus and across the country. Must constantly use visual acuity to check printed and designed materials of various types. Must be able to navigate within the OSU Foundation. Typical office working conditions.