Finance specialist job description

Opportunities are eligible for flexible work arrangements (hybrid or remote with the ability to travel onsite as needed).

Stanford University, School of Medicine is hiring multiple Grants Administrators to work under minimal supervision to manage the proposal preparation and/or post award activities on grants, contracts, program projects, and federal grants, both routine and complex.
Duties include:


Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, both paper and electronic; review documents for completeness and compliance. Develop, prepare, and finalize project budgets, and provide budget justification. Serve as liaison and active partner between principal investigators, Office of Sponsored Research, research groups, and other departments; respond to sponsor inquiries. Collaborate with Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled; initiate cost transfers. Review and approve expenditures, advise on post award spending and commitment activity, and oversee compliance related to fund and revenue. Develop and communicate reports supporting project status; create effective forecasting and decision aides. Participate in contract closeout process; submit final reports and certificates. Compile information and documents needed for audit inquiries. Understand, apply, and advise on university and government policies for projects. Serve as a resource on subject area and overall technical resource to principal investigator and other university staff. Participate in and contribute to process improvements. Lead other staff in group projects May participate as a mentor and provide cross-training as needed.
* - Other duties may also be assigned


EDUCATION & EXPERIENCE:


Bachelor's degree and three years of job related experience, or combination of education and experience.


KNOWLEDGE, SKILLS AND ABILITIES:


Basic knowledge of governmental regulations. Ability to understand, interpret, and communicate policies and procedures. Excellent oral, written, and communication skills. Excellent analytical skills; demonstrated proficiency in Excel and web-based tools. Strong accounting skills; knowledge of accounting principles. Ability to complete Cardinal Curriculum I and II within first year in role. Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting. Knowledge of property management requirements related to Stanford or non-Stanford title of equipment and fabrications. Competency in project management. Extreme attention to detail. Ability to work well independently, but also to seek or offer assistance when needed. Ability to review a proposal or manage a project with understanding of the overall scope and goal of each sponsored project. Excellent time management and organizational skills.


CERTIFICATIONS & LICENSES:


Cardinal Curriculum I and II must be completed to remain in this position. Certified Accountant or Auditor or similar credential desired.


PHYSICAL REQUIREMENTS*:


Frequently sit, grasp lightly, use fine manipulation and perform desk-based computer tasks, lift, carry, push and pull objects weighing up to ten pounds. Occasionally stand, walk, grasp forcefully, use a telephone, write by hand and sort and file paperwork or parts. Rarely lift, carry, push and pull objects weighing 11-20 pounds.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors.

To learn more about COVID policies and guidelines for Stanford University Staff, please visit this link.

Additional Information

This role will perform the day-to-day processing Accounts Payable transactions to ensure that the Source to Pay finances are maintained effectively and timely. The candidate will also assist in the simplification and centralization of Invoice Processing, sharing and implementation of best practices across the various functions.This position is remote, where you have the option to work from home. On occasion we may request for you to commute to our nearest office for in person engagement activities such as team meetings, training and culture events. To ensure the safety of our colleagues and communities, we require employees who come together in-person to be fully vaccinated. We're proud to offer you choice and flexibility.
Essential Responsibilities:
Performs the following Accounts Payable activities:
Enter invoice data into Coupa and Oracle Financials (R12) Perform verification of supporting documentation to ensure invoices are authorized and approved within company policies If invalid, return copy of invoice to supplier Process paper, electronic and special PO or non-PO invoices Perform 2-way or 3-way matching of invoice to purchase order Work with requestor, approver and/or supplier to resolve unapproved invoices and invoices that were placed on hold Performs ongoing document and procedures maintenance as required Requires minimal supervision to manage daily activities and is able to meet published deadlines for activities Ensures all work is performed in accordance with KPI's metrics Recognizes and communicates potential issues to his/her team leader as appropriate Contributes ideas and actions towards the continuous improvement of Accounts Payable-related processes within area of influence Identifies potential problems and/or delays in processing correspondence and deliveries and notifies appropriate staff Performs ad hoc activities associated with the role may be required Communicates daily with the PTP team and other teams (Sourcing / IT)
Issue Resolution:
Provides helpdesk level 2 supports to help resolve Invoice Processing issues in a timely manner Performs at level that assists in attaining overall and team-level performance measure and goals Plans and organizes work so the Service Level Agreement objectives are realized
Relationship Management:
Maintains positive work relationships with members of other teams in the Synchrony Financial (SYF) to communicate effectively and to ensure compliance with cross-team responsibilities
Qualifications/Requirements:
Bachelor's degree in Commerce or Accounts with minimum 1 year of hands on experience in Procure to Pay process or in lieu of a degree, minimum 3 years of hands on experience in Procure to Pay process.Ability to perform financial transactions based on assignment Strong communications skills Strong analytical skills Excellent time management skills Ability to work in a team setting with a diverse group of employees and managers across regions Strong command of the English language (Both written and oral) For Internal Applicants: Understand the criteria or mandatory skills required for the role, before applying.Inform your Manager or HRM before applying for any role on Workday.Ensure that your Professional Profile is updated (fields such as Education, Prior experience, Other skills) and it is mandatory to upload your updated resume (Word or PDF format) Must not be any corrective action plan (First Formal/Final Formal, PIP) Employees who have completed 18 months in the organization and 12 months in current role and level are only eligible.

Desired Characteristics:
Experience in shared services/internal service delivery role preferred Knowledge of Oracle G/L, AP, Coupa and Oracle Invoicing modules(preferable Coupa experiences) Working knowledge and use of office productivity tools (i.e., MS Outlook, MS Word) preferred Good organizational skills Problem solving skills

Grade/Level: 06

Job Family Group:
Finance

Under general supervision, performs routine clerical, accounting and administrative work including basic coding of financial and accounting information in accounts payable, accounts receivable, budget and cashiering. Responsible for vendor/provider accounts of the Muckleshoot Tribal School.
MAJOR TASKS AND RESPONSIBILITIES
1. Provide specialized and/or technical information that requires moderate interpretation of established policies, procedures and guidelines to internal and/or external customers. Some incumbents may have to deal with sensitive and/or potentially volatile situations.
2. Compile data that may require information searches through files, contracts, records, or computer files; summarize and prepare reports.
3. Perform basic numerical calculations involving accounts payable, accounts receivable, cashiering, reconciliation of accounts, monitoring of routine expenditures, budget and/or other applications.
4. Perform basic coding of financial, accounting and/or budget information.
5. Establish, maintain, modify, retrieve and track financial, accounting and/or information using a variety of methods.
6. Enter, obtain and/or verify financial, accounting and/or information following established methods and guidelines.
7. Provide technical assistance to customers with regard to appropriate and applicable policies, regulations, contracts, and laws.
8. Maintain inventory, order, collect and distribute supplies and/or equipment.
9. Process documents that may require attaching related correspondence or information; select mail to handle personally where the response requires specialized knowledge of the assigned function; identify priority and/or time-sensitive matters; and maintain security and confidentiality.
10. Complete meeting and travel arrangements.
Other Duties
1. May compose, draft, type and/or word process, proofread and edit documents, contracts and/or correspondence.
2. Conduct orientation and/or training for both internal and external customers.
3. May provide administrative support to other work units as required.
4. Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.
EDUCATION - EXPERIENCE AND TRAINING FOR POSITION
Required:
• Graduation from a high school or equivalent with specialized course work in general office practices and supplemented by college level courses in accounting.
• Two (2) years of related experience.
Special Requirements:
• Incumbents must pass a criminal background check, a drug screen and meet all health and immunization requirements required by federal, state or Tribal laws and regulations.
• Required to obtain satisfactory results on a pre-employment physical examination, including a tuberculosis screening.
SPECIFIC SKILLS/KNOWLEDGE/ABILITIES REQUIRED FOR POSITION
Knowledge of:
• General office principles and practices.
• Software applications relative to the position assignment.
• Proper English grammar, usage and spelling.
• Word processing and spreadsheet applications.
• Basic accounting and mathematics.
Skilled in:

• Keyboarding (speed required may vary according to position assignment).
• Communications (oral and written).
• Interpersonal and human relations.
• Problem-solving.
• Effective customer service  in person and via telephone (discretion, patience, etiquette, professionalism).
• Using 10-key machine by touch.
• Numerical analysis.
• The operation of a variety of office equipment, such as fax machine and copier.
• Acquiring knowledge of specialized terminology relevant to position assignment.
• Conducting research for a specific work assignment.
Ability to:

• Follow through on assignments.
• Maintain confidentiality of sensitive matters.
• Follow oral and written instructions.
• Adapt to frequent interruptions and changes in workload demand.
• Take initiative.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually moderately quiet.
Licenses or Certifications Required A valid Washington State driver's license is required at the time of appointment or at a time set by the Tribe.