Accounting Coordinator - Enterprise Physical Operation

Washington University in St. Louis; St. Louis (MO); On-site; USD 29,000 - 45,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit pass

Retirement plan

Wellness programs

Caregiver leave

Tuition assistance

Job summary

Washington University in St. Louis seeks an Accounting Coordinator to provide administrative and accounting support for departmental financial operations.

You will handle invoicing, budgeting, accounts receivable, compliance, and financial reporting while collaborating with Facilities Finance staff to ensure accurate processing and issue resolution. Responsibilities include processing billing, deposits, and recurring invoices; preparing AR reports; monitoring aging; and developing and

Qualifications

• Education: High school diploma or equivalent.
• Work Experience: Accounting, 2 years.
• Driver's License: Not required.

Responsibilities

• Billing & Financial Operations: process billing transactions and deposits.
• Accounts Receivable & Financial Reporting: monitor AR, prepare reports, follow up on open items.
• Systems, Reporting & Process Support: use Workday, ServiceNow, CashNet, OSIS, Excel; develop procedures.

Skills

Detail-Oriented

Business Administration

Customer Service

Finance

Financial Reporting

Spreadsheet Proficiency

Education

High School Diploma

Associate degree - Accounting

Tools

Workday

ServiceNow

CashNet

OSIS

Microsoft Excel

FMS

Job description

Location: SAINT LOUIS, MO 63110

Scheduled Hours: 40

Position Summary

The Enterprise Physical Operations, Infrastructure, Capital Programs & Real Estate (EPO) department at WashU provides integrated operational, infrastructure, planning, and facility services that support the university’s mission of excellence in education, research, patient care, and community engagement. Guided by our PRIDE+ Core Values of Professionalism & Planning, Respect & Responsibility, Integrity & Integration, Dedication & Delivery, Excellence & Enterprise Alignment, and Accountability & Stewardship, EPO fosters a culture centered on collaboration, strategic partnership, innovation, accountability, and service excellence across the university enterprise. EPO manages and supports 28 million gross square feet across 235+ buildings and associated infrastructure systems, encompassing academic, research, clinical, residential, administrative, and support facilities across the university’s campuses and operations. Our teams provide strategic leadership and operational expertise in facility management, infrastructure services, capital project delivery, real estate operations, planning, sustainability, engineering, maintenance, environmental services, public safety support, and enterprise operational services. EPO creates and maintains safe, innovative, efficient, mission-driven environments that support our students, faculty, staff, patients, researchers, and community partners.

For additional information and to hear directly from members of our team, please visit: https://facilities.med.wustl.edu/Careers.

Job Description

The Accounting Coordinator provides administrative and accounting support for departmental financial operations. This position supports invoicing, budgeting, accounts receivable activities, compliance monitoring, and financial reporting activities while ensuring adherence to university, sponsor, and regulatory requirements. The position works closely with Facilities Finance staff and departmental partners to ensure accurate financial processing, resolve billing issues, and support financial reporting.

Primary Duties & Responsibilities

Billing & Financial Operations

• Process ServiceNow billing and other internal and external departmental billing transactions.
• Process and maintain daily deposits and related supporting documentation.
• Process billing requests and recurring departmental billing activities, including student parking billing and parking validations.
• Support School of Medicine billing activity and respond to billing-related requests and questions.
• Review billing transactions for accuracy, completeness, appropriate documentation, and required approvals.
• Maintain accurate and organized records supporting billing, deposits, and other assigned financial transactions.

Accounts Receivable & Financial Reporting

• Prepare and maintain interdepartmental billing and accounts receivable reports.
• Monitor outstanding accounts receivable balances and maintain tracking of open items and follow-up activity.
• Perform routine research and follow-up on outstanding receivables and escrow aging, disputed, or unresolved balances as appropriate.
• Prepare recurring ServiceNow billing reports and other financial and operational reports.
• Review billing and accounts receivable activity to identify discrepancies, incomplete transactions, or items requiring additional follow-up.
• Maintain spreadsheets and tracking tools used to support accounts receivable and financial operations.

Systems, Reporting & Process Support

• Utilize Workday, ServiceNow/, CashNet, OSIS, Microsoft Excel, and other university systems to process, research, report, and track financial activity.
• Assist with development and improvement of ServiceNow financial reporting and tracking.
• Develop and maintain written procedures and documentation for assigned billing, deposit, parking, accounts receivable, and other financial processes.
• Identify opportunities to improve, standardize, or streamline recurring financial and administrative processes.

Working Conditions

Job Location/Working Conditions: Normal Office Environment. Physical Effort: Typically sitting at a desk or table. Repetitive wrist, hand or finger movement. Ability to move to on and off-campus locations. Equipment: Office Equipment. The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses: No specific certification/professional license is required for this position.

Work Experience: Accounting (2 Years)

Skills: Not Applicable

Driver's License: A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education: Associate degree - Accounting

Certifications/Professional Licenses: No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience: Accounting, Purchasing, Or Bookkeeping (4 Years)

Skills: Business Administration, Customer Service, Detail-Oriented, Finance, Financial Management Reporting, Financial Management System (FMS), Financial Recordkeeping, Microsoft Excel, Nonprofit Accounting, Organizational Commitment, Outstanding Organizational Abilities, Procurement Procedures, Procurement Services, Professional Integrity, Spreadsheets, Strive for Excellence, Teamwork

Grade G08-H Salary Range $21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

• Personal: Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• Family: We offer 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.
• For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.