Banking AND Payables
The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is the largest philanthropy in America dedicated solely to health. Since 1972 we have been providing funding, assistance, and research for projects and programs to help people, their families, and their communities be as healthy as possible. RWJF is committed to working alongside others to build a Culture of Health where everyone has a fair and just opportunity for health and well-being.
Diversity, inclusion, and collaboration are fundamental principles at RWJF. Our staff’s wide range of experiences, passions, and perspectives enriches our work and strengthens our ability to address our nation’s most pressing health issues. With a career at RWJF you will make a difference.
The accounting assistant (Banking and Payables) is responsible for daily accounting and banking functions, payables processing activities, and reconciliations for various cash and grant related transactions. Performs skilled operational support accounting duties, calculating, posting, and verifying information to provide financial data used to maintain accurate and timely financial records. Provides clerical, computer and customer skills in the performance of a variety of duties to maintain accounting records and reports. Performs other duties and responsibilities, as assigned.
ESSENTIAL JOB RESPONSIBILITIES
Accounting functions and banking activities:
- Manage petty cash disbursements and reconciliation, replenishment of petty cash funds and posting expense activity to the general ledger.
- Initialize grant awards; process grant refunds, and deposit checks.
- Prepare bank deposits, code activity and process journal entries to record cash receipts.
- Open and sort department mail and distribute within department.
- Review and resolve any positive pay discrepancies.
- Process standard supplier invoices, including authorization, review and assignment of account, cost center, activity and contract codes.
- Review charges and determine proper distribution coding for purchasing card transactions.
- Review approvals and employee match limits for gift match, calculate match and process payments.
- Allocate employee benefit expenses, reconcile to invoice, and process payment.
- Create and maintain supplier records, determining tax status and tax site information.
- Process void check and void invoice activity, as required. Troubleshoot inquiries/problems.
- Respond to vendor inquiries and troubleshoot problems, as needed, completing supplier tax exempt documentation, and investigating misapplied payments and credits.
Program Contracts and Foundation Projects:
- Review Foundation Project invoices and requests for payment: proper authorization, payment origination from grants management system, verify program and sub-project codes, note charge backs and special handling instructions.
- Process sub-project contracts, using combination of grants system interface and contract query, as required, for processing full and partial payments in financial accounting system.
- Determine IRS supplier tax reporting obligations for all payments requested.
Employee travel reimbursements:
- Review of employee expense reports for travel policy compliance and proper expense support. Process payments.
- Prepare third party billings for catering and outside organizations; maintain receivables records, matching payments received. Alert Associate Controller/Controller of issues, as needed.
- Respond to all requests for matching gift payment information and remaining balances.
- Correspondence with suppliers on ‘stale’ outstanding checks; follow-up on responses.
- Process journal entries to record various accounting transactions and adjustments.
- Prepare miscellaneous notification and supplier correspondence, as needed.
- Support accounting specialist (Grants and Payables) when needed.
- Other miscellaneous accounts payable transactions and other projects, as assigned.
A combination of education and/or experience equivalent to an Associate’s degree from a two (2) year college, technical school or equivalent. Accounting coursework highly desirable.
- Two (2) or more years of directly related experience to the duties and responsibilities specified, including knowledge of, and familiarity with, accounting software.
- Experience working with and general knowledge of spreadsheets, databases, and database entry, and experience and familiarity with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Knowledge of Workday software a plus.
- Ability to foster an inclusive environment working as part of a multidisciplinary team and working effectively with persons from diverse cultural, social and ethnic backgrounds.
- Comfort with numbers and mathematical concepts. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Strong ability to prioritize and handle multiple tasks simultaneously.
- Strong detail orientation and processing accuracy essential.
- Strong planning, organization and time management skills. Strong detail orientation.
- Excellent customer service orientation and interpersonal skills.
- Ability to read and comprehend instructions, correspondence and memos, write correspondence, and effectively present information in one-on-one and small group situations.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to interact with staff at all levels and ranks.
- Ability to work under deadlines.
- Ability to work independently and as well as in a team-based, highly collaborative environment.
- Ability to clearly present information and explanations in one-on-one situations.
- May require occasional overtime, as needed.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
The incumbent performs job duties in a normal business office environment. Tasks are generally carried out with no specific or unusual physical or environmental demands. While performing the duties of this job the incumbent is regularly required to sit at a desk and work with a computer for extended periods of time. Specific physical abilities required by this job include operating basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones. The incumbent may be required to attend meetings, both on-site and off-site, via phone or videoconference.