at SIU Medicine in Springfield, Illinois, United States
Job Description
Description
Under the general supervision of the Business Manager for Education and Curriculum / Medical Education and the Business/ Administrative Associate for Medical Library, this position
organizes and performs fiscal, clerical and record keeping duties equally at 50% for the above named business areas.
Examples of Duties
MEDICAL LIBRARY (50%)
25% - Responsible for maintaining the tracking system for all transactions and automated billing system. Processes the charges for this system by verifying correct billings, assigning appropriate client codes and inputting date into the computerized bookkeeping system and ledgers. Processes payments by coordinating them with the proper invoices, entering payments into the computerized bookkeeping system and ledgers, preparing collection reports and reconciling the totals on the reports with the totals in the computerized bookkeeping system. Posts to the appropriate ledger. At the end of the month, verifies accuracy of charges and payments, checks for duplicates, makes necessary corrections, and mails invoices. Responsible for collecting past due accounts. Prepares quarterly and annual reports for the Comptroller's Office and monthly reports for Library Administration, which includes compiling information from various sources.
25% - Responsible for all aspects of departmental confidential payroll record preparation. Compiles data for and verifies printouts of monthly, semimonthly, and biweekly employees' salaries, wages, and fringe benefits. Interprets current policies established by Human Resources and the Office of the Comptroller regarding fringe benefits and overtime and holiday pay. Files time sheets and time cards, ensuring all back up documentation is included.
3. Prepares and maintains all records of purchasing transactions. Verifies invoices, assigns appropriate account numbers and coding type, copies, obtainssignature(s) and files invoice vouchers and purchase requests. Maintains the computerized ledgers, ensuring funds are available. Reconciles vendor statements, including contacting vendors by telephone or letter to resolve discrepancies. Reconciles ledgers. P-Card holder, reconciler and approver for Medical Library.
4. Responsible for stock supplies, including tracking supplies inventory, assessing and anticipating needs, placing orders and distributing to staff. Purchases other equipment and supplies. Expedites and coordinates many purchases.
5. Responsible for initiation of requests for repair and maintenance of library physical plant and equipment. Acts as primary contact and liaison with various departments within the school. Physically checks the library daily.
6. Responsible for maintaining internal department records for physical property inventory. Prepares proper forms for transfer /surplus of physical property. Prepares annual property verification.
7. Performs related duties as assigned.
8. Responsible for business office files. Allocates material to and maintains various filing systems in the Business Area. Works with Records Management Office to maintain compliance with state and school requirements.
9. Composes and types correspondence, forms and form letters.
10. Allocates material to and maintains various filing systems in the Business Area
11. Has Temporary Delegated Fiscal Officer authority.
EDUCATION AND CURRICULUM/ MEDICAL EDUCATION (50%)
1. Review and forward expenditures of funds to Department Business Manager for approval. Make cost estimates and comparisons for goods and services requested by faculty and staff. Obtain orders, prepare, type, and sign correspondence, financial reports, statements, invoices, vouchers and other School of Medicine forms as directed by using independent judgment and initiative. Routinely
analyze Carbondale Curriculum Affairs, Education & Curriculum and Medical Education state, local, foundation and grant accounts for conformity to budget and assist in budget reappraisals. Responsible for all accounting (billing, collecting, deposits, accounts receivable, account payable, travel, etc.) for the fiscal management of the unit in accordance with University guidelines.
2. Under general supervision, maintain comprehensive complex financial records using UMS financial management system, computerize reports, AIS Oracle and SIU Foundation Budget Officer Web Reports. This involves data entry, correction and adjustment of transactions for state, local, foundation and grant budget purposes. Compile, reconcile, prepare and maintain fiscal records for monthly, quarterly and annual reports.
3. Department Procurement Card Manager: Reconcile transactions for the Office of Education & Curriculum in Springfield, Education & Curriculum Carbondale and Department of Medical Education cardholders by accessing JP Morgan PaymentNet system for Chase Commercial Cards. Obtain... For full info follow application link.
Southern Illinois University School of Medicine is an Equal Opportunity Employer.
