Accounting Assistant - Part-time 25 hours/week

Position Summary

The Accounting Assistant is responsible for manage relationships with the Institute’s vendors and processing purchase requisitions on behalf of the Institute and maintaining inventory for the Institute. Accounting assistant will be managing the accounts receivable and general ledger functions to ensure charges are posted and reconciled to the appropriate accounts.

Essential Job Duties

Purchasing Functions (45%)

· Review, evaluate and process purchasing requisitions daily.

· Manage purchase orders, overseeing shipping schedules and maintaining purchase records.

· Verify all orders when received to validate quantity, price, etc., in accordance with original purchase requisition.

· Resolve supplier, procurement and fulfillment issues or discrepancies.

· Assist in stockroom supply distribution and reordering. Maintain and monitor accurate inventory levels of the stockroom.

· Maintain supply inventory utilizing the NetSuite inventory and purchasing system.

· Assist with monitoring and tagging capital furniture purchases.

· Maintain accurate and organized procurement records in support of the Institute’s annual audit.

Accounts Receivable Functions (45%)

· Prepares accounts receivable and general ledger entries for monthly closing in accordance with established accounting policies and procedures. Generates and distributes monthly accounts receivable statements to members of IAS community. Responsible for entering visiting scholars’ forwarding addresses into the accounting system as needed.

· Answers various questions regarding accounts receivable, including monthly account receivable statements. Performs necessary follow-up regarding account receivable inquiries or past due accounts to share, obtain, or clarify account information and ensure timely payment.

· Maintains member housing and short-term housing information for accounting purposes. Maintains ledger for tenant housing and alerts appropriate personnel of delinquencies. Prepares manual statements for Short-term Housing and Special Events.

· Records sales tax activity, and transmit payment to the State of New Jersey monthly.

· Perform check out procedure for departing scholars in accordance with established accounting procedures.

· Prepares bank deposits for all accounts receivable and general ledger receipts, including gift and grant receipts. Inputs account receivable and general ledger cash receipts into the accounting system.

· Maintains the use and security of the petty cash box in accordance with established procedures.

· Processes Visa/MC and foreign collection transactions, following established policies and procedures.

All other duties as assigned by the Comptroller or Senior Accountant, Finance and Procurement, including occasionally driving to outside vendors for services and supplies (10%)

Requirements

Minimum Qualifications

· Bachelor’s Degree or equivalent experience

· Excellent communication, negotiation and interpersonal skills

· Ability to work with minimal supervision and with confidential information

· Strong organizational skills

· Knowledge of a variety of computer software applications, including spreadsheets

· Valid driver’s license required

Supervisory Responsibilities

· None

Working Conditions

· Occasional overtime required.

· Ability to lift and carry up to fifty lbs.

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

The anticipated pay range for this position is $25.00 - $30.00 per hour. We offer a comprehensive benefits package including medical, dental and vision insurance, life insurance, short- and long-term disability coverage, flexible spending accounts, paid holidays, paid time off, tuition assistance, retirement plans, and an employee assistance program.

The Institute for Advanced Study is an Equal Opportunity Employer.