Executive Accounts Specialist - Continental Scientific Drilling Facility

University of Minnesota; Minneapolis (MN); On-site; USD 40,000 - 65,000; Full time

Job summary

Join a dynamic team at a leading educational institution as an Executive Accounts Specialist. This role involves a blend of financial analysis, budgeting, and procurement management. You'll be responsible for preparing financial reports, managing procurement processes, and ensuring compliance with contracts. With opportunities for professional growth and the chance to work independently, this position is perfect for detail-oriented individuals passionate about finance. Contribute to the success of various projects while collaborating with diverse departments in a stimulating environment.

Qualifications

• Experience in financial journal entries and transactions.
• Strong analytical skills for resolving transaction problems.

Responsibilities

• Prepare and process financial journal entries and reports.
• Reconcile procurement cards and maintain vendor databases.
• Review sales orders and develop contracts with customers.

Skills

Financial Analysis

Budget Preparation

Problem Solving

Procurement Management

Database Management

Education

Bachelor's Degree in Finance or Accounting

Relevant Certification (e.g., CPA)

Tools

Financial Software

Database Management Systems

Job description

About the Job

Executive Accounts Specialist at the Continental Scientific Drilling Facility, Job code 1888, with an 80% appointment (32 hours/week).

Position Description: 50% account review, processing, and reporting (essential).

• Prepare and process financial journal entries and transactions for the unit (daily, mid-year, and year-end).
• Research, analyze, and resolve general accounts transaction problems.
• Prepare budgets and reports for approval that meet the needs of the primary investigator or business manager.
• Regularly review and analyze sponsored accounts.
• Verify grant/contract, ESO/ISO compliance (External and Internal Sales).
• Assist in maintaining and developing process improvements of financial database.
• Prepare forms required for sponsored project submission.
• Prepare financial data for ESO/ISO audits.
• Run financial queries and reports regularly.
• Coordinate with staff from multiple departments and colleges to meet requirements and deadlines.

25% Purchasing (essential):

• Reconcile and ensure proper use of procurement cards, verifying all transactions are accurately rebilled.
• Maintain eligibility for procurement card.
• Prepare expense reimbursement forms for non-employees, submit reimbursements, and maintain records.
• Serve as liaison between the unit and College for Accounts Payable & Receivables.
• Maintain product and vendor database.
• Order and check-in supplies.

20% Invoicing (essential):

• Review sales orders for compliance.
• Develop contracts with external sales customers.
• Check invoices against quotes.
• Prepare invoice requests and gather administrative information.
• Act as the point of contact for invoicing questions.
• Maintain customer database.

5% Other duties:

• Develop processes, guidelines, or tools.
• Attend financial meetings and university functions.
• Assist with workshop/conference planning.

Supervision is available, but the employee will work independently most of the time.