Financial Assistant II Grade B

    Clerical and Technical generic job description

    Family: Accounting/Financial
    Job Code: 505

    Representative duties:

    • Receives, logs, and posts financial data to manual and computerized systems
    • Reviews financial records for accuracy. Identifies and corrects errors
    • Provides information to staff, students, faculty, and external contacts on financial activities and records
    • Compiles statistical data. Assists with the preparation of financial reports and analyses
    • Prepares and verifies deposits. Balances cash receipts and accounts
    • Completes and distributes forms such as purchase requisitions, and time cards
    • Calculates and tabulates statistical data
    • May disburse petty cash funds
    • Performs clerical functions incidental to financial activities

    The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

    Required knowledge:

    • General knowledge, high school level; detailed but narrow knowledge in one or several work-related areas; general acquaintance with broader field of knowledge
    • Limited knowledge of business, accounting, or commercial procedures with detailed knowledge in these particular areas
    • Limited knowledge of University organizational policies and procedures generally; detailed knowledge of a narrow area of University rules and procedures

    Required skills:

    • Extracts and compiles a range of data from written sources, from individuals by asking set questions, or from one or several given databases; coding based on prescribed, simple standards
    • Uses a dictionary
    • Files already labeled material using a straightforward alphabetical or chronological system
    • Understands non-routine notes, written instructions, and general policy statements
    • Writes simple internal memoranda, fills out complex forms
    • Occasional use of more complex machines, such as word processors or personal computers

    Office and administrative skills:

    • Keyboards letters, memos, and other moderately complex material
    • Enters and retrieves data from semi-finished source documents on a personal computer, requiring both some interpretation of the source document and a basic understanding of software parameters
    • Schedules appointments in allotted times
    • Screens and refers callers and visitors to the appropriate individual

    Experience, education and formal training:

    • Two years of related work experience and a high school level education, or an equivalent combination of experience and education

    Complexity and organization:

    • Limited variety of job tasks requiring coordinating steps/procedures

    Interpersonal relations:

    • Ongoing involvement outside immediate unit
    • Offers or obtains basic information or provides assistance on general matters
    • Understands and conveys more complex messages and instructions, and takes action accordingly

    Supervisory guidelines:

    • Work is subject to general review on an occasional basis
    • Incumbent plans and schedules own work and/or work of others based on the understanding of broadly defined objectives and priorities, supervisor reviews work after completion
    • Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties

    Independent judgment:

    • Established procedures/policies govern most work situations
    • Occasional exercise of independent judgment or initiative
    • Problems solved by using established procedures

    Leadership responsibility:

    • Occasionally provides general orientation to routine procedures/policies
    • Sometimes distributes and monitors work

    Impact and consequence of error:

    • Work affects outside immediate work unit, but rarely outside the University
    • Errors are somewhat difficult to recognize and correct and can cause harm or financial loss to individuals, departments, and the University, or to other individuals and groups

    Working conditions:

    • Very little possibility of safety risks
    • Occasional conflicting demands, deadlines, emergencies or time pressures
    • Some sustained concentration
    • Little physical effort

    Example 1

    General purpose:

    Function as Financial Assistant to Accountant in the business office.

    Essential duties of position:

    • Receive, log and post financial data (grants, contracts, budgets, etc.) to manual and computerized systems
    • Post all commitments daily
    • Assist accountant with reconciliation of statements; review financial records for accuracy. Identify and correct errors via accounting transfers (monthly)
    • File statements and commitments - daily and monthly
    • Retrieve and distribute mail daily to section personnel
    • Provide information to staff, students, faculty and external contacts on financial activities and records
    • Assist with processing of financial forms, order placement, etc.

    Education and training:

    • Two years of related work experience and high school level education or an equivalent combination of experience and education
    • Working knowledge of computerized office/financial software (spreadsheets, word processing)
    • Some knowledge of accounting principles
    • Strong attention to detail
    • Very good math acumen
    • Working knowledge of multiple filing systems
    • Preferred; business related degree

    Skills and abilities:

    • Good interpersonal skills, self-starter
    • Proactive, detail-oriented, organized, good communication skills
    • Professional demeanor and presentation

    Example 2

    General purpose:

    Under limited supervision, decide and execute the most efficient method of payment of small dollar employee reimbursements. Maintain Treasury Services presence at Accounts Payable.

    Essential duties of the position:

    • Select low cost transactions from Accounts Payable submitted documents according to specific criteria. Disburse cash and/or travelers checks for Advance Requests. Disburse cash for employee reimbursements forms and petty cash vouchers. Review above forms for accuracy - including appropriate signatures and accounts
    • Prepare working cash fund voucher to replenish cash supply. Balance cash daily. Balance travelers check supply and send in form to replenish. Place cash order to bank to replenish supply
    • Assist in taking all hand carry deposits to back with Policy escort
    • Assist in the preparation and verification of RIF’s as necessary and encoding of checks
    • Assist in filing contracts, agreements and other miscellaneous correspondence as time permits
    • Assist in other clerical function in cashier’s offices when necessary, as instructed by supervisor

    Experience and training:

    • Two years of related work experience and a high school education or an equivalent combination of education and experience
    • Some cashier experience. Some computer experience required. IBM personal computer, Word and Excel

    Skills and abilities:

    • Good mathematical skills
    • Good interpersonal skills and ability to work independently and under pressure
    • Must be willing to travel by foot or by car
    • Preferred:
      • Complete knowledge of University policy regarding petty cash funds
      • Complete knowledge of University policy regarding employee reimbursements