• Finance Assistant (Job ID: 2019-1974)

    Posted Date 1 month ago(3/21/2019 4:49 PM)
    Program
    Economic Studies
    Job Function
    Accounting/Finance
    Job ID
    2019-1974
    Salary
    Commensurate with experience
  • Overview

    The Finance Assistant serves as primary administrative support to the Director of Finance and the Economic Studies Program Financial Management team, including project, proposal and contract management support, project management of the timesheet process, PeopleSoft and BBRS support, expense, payment and invoice processing and tracking, and general financial management system support.

    Responsibilities

    Administrative support for budget and accounting (60%)

     

    • Prepares and monitors project and center budget tracking systems and spreadsheets.
    • Assists with monthly accounting closing process procedures including running expense reports, preparation of journal entries, correcting timesheet entries and tracking the progress of corrections submitted to accounting.
    • Coordinates review and project management of all monthly program-wide internal charges by Center and Project, including facilities and ITS charges, guest space and computer charges, ITS surcharges, and travel agency expenditures; makes corrections as needed.
    • Tracks, monitors and prepares vendor, invoice, and contract payments for review by financial management team.
    • Works with team to problem-solve payment and accounting issues that arise.
    • Assists with additional proposal and forecast budgeting, as needed.
    • Assists with preparation of program budget materials, as needed.
    • Attends meetings and training sessions, as needed.

     

     

    Support for financial administration (40%)

     

    • Maintains electronic and hard copy budget files with supervision from the Program Financial Management team.
    • Distributes or coordinates distribution of relevant correspondence to various Brookings departments and the ES files.
    • Drafts correspondence composes memos, mailings, and cover sheets as required.
    • Coordinates with ES staff members, semi-monthly timesheet submission reminders. Works with ES staff members to ensure timesheet submission and approval deadlines are met, and maintain timesheet tracking spreadsheets.
    • Responsible for project management of the ES contract process including drafting contracts, routing contract in Sharepoint, coordinating with project teams and contractors on terms and conditions, maintaining executed contracts
    • Updates and maintains PeopleSoft and BBRS financial system data as needed under the supervision of financial management team including requesting and maintaining vendor IDs, sponsor IDs, project numbers, requisitions, invoices and provides general project and proposal maintenance as needed.
    • Assists financial management team with internal projects and initiatives as needed.

    Qualifications

    Education/Experience Requirements:

    Bachelor’s degree required; some business courses preferred.  Minimum of one year of related financial or administrative experience required; some background in a research, academic, financial or non-profit setting is preferred.

     

    Knowledge/Skills Requirements:

    High level of attention to detail required; strong administrative and organizational skills; excellent oral and written communication skills; strong customer service orientation; and knowledge of Microsoft Office Suite.  Budget experience and/or familiarity with budgeting or accounting software a plus.  Must be a mature, self-motivated, team player who gets along well with a variety of personality-types and can work independently.  Must be flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.

     

    Additional Information:

     

    Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply.

     

    Successful completion of a background investigation is required for employment at Brookings.

     

    Brookings is an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of race, color, national origin, gender, sexual orientation, age, religion, physical or mental disability, marital status, veteran status, or other factors protected by law.

     

     

     

     

     

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