favorite this post Finance Associate (Cambridge) hide this posting unhide

compensation: negotiable based upon experience
employment type: full-time

Reports directly to Finance Coordinator

Daily Tasks
-First Priorities
• Sort PPEFinAR email account (Finance Team's Email Account) and respond to requests promptly and appropriately
o Respond to any requests related to copies of Harvard W-9 form, credit card payment links, invoices, etc.
o Change participants' RADIUS (program participant registration system) status to approved based on e-mail confirmation of credit card payment as well as confirmation of other accepted payment methods. Must check the payment was made (resulting in a balance of $0)
o All other emails must be placed into appropriate folder in Outlook and marked as "unread" so the Finance Coordinator or other finance team members can review and respond
• Open all physical mail and sort accordingly (either from the filing cabinet from the previous night or mail received at the front desk). Check faxes frequently and take appropriate action
o All physical checks are to be processed on the day they are received
o Process and apply Purchase Orders in Radius and send invoice copies
o Follow-up with participants as needed
o File Purchase Orders and all relevant paperwork accordingly
o All other physical mail should be placed in the Finance Coordinator's mailbox
• Create credit vouchers for checks processed
• Deposit credit vouchers to Cash Receipts (deliver them to the Central Finance building)
• Update report documenting that all checks and credit vouchers have been accounted for
• Bring completed credit voucher to Finance Manager for approval.
• Process general AP and marketing AP
• Scan vendor invoices if needed and store in assigned AP source folder
• Post wire payments in RADIUS from the wire report and maintain WIRE tracker
• File finance documents and confirm all confidential information has been blacked out (e.g. any credit card numbers and social security numbers)

Weekly Tasks

• Match P-Card sweep report to corresponding receipts
o Follow up with any missing receipts
• Perform routine follow up on outstanding A/R for closed programs
• Perform follow-up tasks for A/R on upcoming programs to be assigned by Finance Coordinator
o E-mail or call appropriate finance contact for unpaid participants (making phone calls for past due A/R)
• Reconcile the returned (by central) credit vouchers to the DL and match with our copies
• Help to run weekly AR report and format it according to provided template

Other Duties/projects
• Assist with organizing and tracking signed documentation
• Updating the Faculty Database and RADIUS registration system
• Perform first draft of faculty reconciliation - matching the detail listing of faculty payments to the faculty database
• Maintain catering tracker as assigned
• Enter facilitator and instructional staff information into the faculty database as assigned from Finance Coordinator as well as entering instructional sessions into the faculty database
• Process refunds when applicable
• Create custom invoices when applicable and give to appropriate FC for approval
• Perform vendor set ups in HCOM
• Update addresses and e-mails in Faculty Database based on submitted forms
• Process travel reimbursements
• Update travel information and data in database and reconcilie against receipts and expense reports
• Make photocopies, package delivery and filing
• Send requests for missing and expected reimbursements
• Database maintenance and reconciliation
• Create honorarium invoices and create HCOM requests
Other duties or projects as assigned by Finance Coordinator or Finance Manager

Essential Qualities and Skills:

- Must be able to handle large volume of invoices, checks/credit vouchers, purchase orders and be extremely organized
- Must be able to work well under pressure and strict deadlines
- Must have good general computer skills especially in Excel and Outlook
- Must be a self-starter, fast learner and self-reliant
- Must be able to perform essential tasks and duties independently especially during the busy program season

  • Principals only. Recruiters, please don't contact this job poster.
  • do NOT contact us with unsolicited services or offers

post id: 6498541247


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