ASSISTANT DIRECTOR OF ACCOUNTING

Transcription

1 ASSISTANT DIRECTOR OF ACCOUNTING Name of Incumbent: Department: Campus: Controller System-wide Services Date of Issue: April 2009 I. Primary Purpose of Position This position is expected to have a detailed and working knowledge of the University s chart of accounts and general ledger system and a strong knowledge of all areas of accounting (e.g., endowments, capital projects, sponsored programs, funds management, bonds, etc) in order to: 1) Maintain the general ledger and chart of accounts on a day-to-day basis, 2) Supervise Accounting Department staff 3) Respond to campus/management questions and requests for information, 4) Prepare the annual financial statements with related notes and ad hoc financial reports, and 5) Manage the Accounting Department in the Director of Accounting s absence. In addition, this position is responsible for conducting tax research, interpretation and analysis; developing the University System s tax policy; and developing, presenting, and monitoring action plans for compliance with federal and state laws related to the following tax areas: 1) Sales and use, 2) Unrelated business income 3) Nonresident aliens 4) Miscellaneous income 5) Charitable contributions. Resident expert on non resident alien issues. II. Essential Duties 1. Manage the chart of accounts by: a. Reviewing and approving or denying requests for new chart field values. b. Reviewing and approving or denying requests to close and/or inactivate chart field combinations or delete items from the translate table. Page 1 of 5

2 2. Help maintain the accuracy and integrity of the general ledger by: a. Monitoring the completeness of combo edit rules and proposing new rules. b. Maintaining allocation steps, groups, and run controls. c. Providing direction to staff responsible for entering new chart field combinations, maintaining trees and combo edit rules, and maintaining the translate table. Serving as the second backup for these duties. d. Overseeing and occasionally reviewing the results of system monitoring done by other members of the Accounting Department. e. Researching unusual or large dollar entries made by the campuses. f. Resolving batch entries that are in error status. g. Contacting the campuses about entries entered in the GL system but not yet posted. h. Researching and correcting campus entries posted to chart field combinations that are for System Office use only. i. Researching and correcting non payroll system entries posted to payroll accounts. j. Researching entries not fed from the HR system to the general ledger system and notifying tech support. k. Analyzing miscellaneous revenues and negative expense entries for all campuses. l. Developing and posting the monthly general ledger closing schedule and schedule for running the interim benefit allocations. m. Developing and overseeing the campus interim and year-end reconciliation process. Includes reviewing the campuses reconciliations. 3. Serve as the final approver for journal entries created by System Office personnel. 4. Process interim, monthly, and annual allocations and assess the reasonableness of the output. Maintain control sheet and supporting files for each process. 5. Monitor the reporting of vacation time usage for all campuses and contact the campuses if reported usage seems unreasonable. 6. Monitor and spot check the account reconciliation process of Human Resources/Payroll/Benefits. 7. Monitor and audit the item type trees in the Student Financials system that are used for the scholarship allowance calculation. 8. Answer campus questions and respond to other special requests for information. 9. Provide training to SWS and campus personnel on GL Inquiry and reconciling accounts. 10. Complete the financial portion of the IPEDs data collection system for all campuses. Page 2 of 5

3 11. Research accounting issues, summarize pertinent material, identify impact on institution/unit and communicate recommendations/actions. 12. Develop the year-end closing schedule, update the year-end procedures document, and work with staff and campuses to meet the deadlines. Coordinate with external auditors and field their requests for information. 13. Prepare the annual audited financial statements with footnotes and various ad hoc reports. 14. Assist the Director of Accounting in developing controls and maintenance procedures for systems which support financial operations including accounting, payroll, purchasing/accounts payable, accounts receivable. 15. Assist the Director of Accounting in monitoring and complying with financial system requirements imposed by external agencies such as GASB, OMB and IRS. 16. Assist the Director in writing or updating administrative practice letters and business process documents to address changes in accounting standards, software systems, or other financial needs of the Universities. 17. Meet weekly with the Director to provide a verbal update of issues/challenges/ requests that were handled during the week and to discuss upcoming issues. 18. Special projects and other assignments as needed. 19. Oversee compliance with tax laws related to UBIT, sales tax, nonresident aliens, and tax credit reporting. Stay abreast of changes in the law and advise management and the campuses accordingly. Writes and maintains APL s as needed. Periodically survey the campuses to identify issues. Manage university tax reporting activities in these same areas. 20. Responsible for determining and submitting the fall and spring tax withholding for nonresident aliens. 21. Prepare and file the following tax forms as well as any new ones that may arise, ensuring that any related tax payments are made and that any needed journal entries are entered in the general ledger: a. Monthly sales tax return. b. Annual 990-T form. c. Annual 1042-S forms. d. Annual 1099-R forms. III. Nonessential Duties None. IV. Supervisory Responsibilities Supervises the following professional positions: Staff Accountant, Senior Financial Analyst, Accountant, Capital Asset Accountant Page 3 of 5

4 V. Reporting Relationship Reports directly to the Director of Accounting. VI. Knowledge, Skills and Abilities Required: 1. Advanced working knowledge of generally accepted accounting principles. 2. Strong research skills. 4. Knowledge of computerized financial systems. 5. Strong analytical and problem resolution skills. 6. Effective communication skills, both verbal and written, with ability to interface with faculty, staff, students, and the public. 7. Excellent interpersonal skills. 8. Good organizational skills required, ability to prioritize and meet deadlines. 9. Proficiency with Microsoft EXCEL, Word and Access or similar applications. 10. Employee must be able to travel to Universities within UMS and stay overnight as required 11. Employee must be able to perform work with a personal computer at a computer workstation. Preferred: 1. Advanced working knowledge of GASB standards as they apply to higher education. 2. Working knowledge of fund accounting. 3. Knowledge of and experience with accounting issues in a large, complex, multilocation organization. 4. Working knowledge of higher education tax matters. VII. Qualifications Required: 1. Bachelor s Degree in Accounting, Business Administration, Finance or related field. 2. Minimum of 4 years of experience in preparing or auditing GAAP based financial statements and related notes. 3. Minimum of 2 years of supervisory experience. 4. Tax preparation and research experience. Page 4 of 5

5 Preferred: 1. At least three years experience working in public accounting. 2. Hands on experience with complex computerized accounting systems such as PeopleSoft or a comparable system, report writing tools, and data base concepts. 3. Experience with the PeopleSoft general ledger system and other financial modules. 4. Experience developing and delivering training. Note: Systemwide Services reserves the right to assign reasonably related additional duties and to change or reassign job duties. Signatures The signatures indicate the employee and immediate supervisor have reviewed the job description and had the opportunity to edit the document. Employee Immediate Supervisor Date Date Page 5 of 5