Financial Assistant 4 - #495331
Date: 10/14/2021 15:00 PM
City: New Haven, Connecticut
Contract type: Full Time
Work schedule: Full Day
Financial Assistant 4
Environment School - Business Office
University Job Title
Financial Assistant 4
L34 - Local 34 (Yale Union Group)
Labor Grade D
Click here to see our Wage Ranges
205 Prospect Street
New Haven, CT 06511
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
Under the direction and supervision of the Customer Focused Team Lead, provide a broad range of financial and administrative business services support to the Yale School of the Environment (YSE).
Review and approve financial activity of all operating accounts. Review routine transactions for accuracy and completeness.
Research, identify and correct questionable expenses; obtain explanations or additional information to make necessary corrections. Process entries using Workday Financials including Expense Reports, Journal Entries/Payroll Accounting Adjustments, Purchasing Intake Portal, and Cash Deposits. Ensure backup documentation supports payment requests and reimbursements per University policies and procedures.
Generate and review monthly account statements. Prepare standardized and specialized financial reports and analyses using Workday, Power BI and Excel. Distribute approved reports to faculty, staff, and students. Clear COA inaccuracies, invoices on hold, and labor suspense.
Support AP and Procurement functions. Serve as contact for Purchasing Department and Accounts Payable. Resolve unpaid or delinquent payments to staff or vendors. Input and retrieve data from the University’s Workday system.
Ensure cardholder compliance with University policies and procedures. Prepare, process, and approve Expense Reports.
Establish and maintain an account file system consistent with YSE standards. Establish new award files. Archive closed accounts.
Review and monitor Professional Services Agreements and grant proposals per YSE, Yale University, local, state, and federal policies.
Manage departmental standing orders and maintenance service contracts.
Assist in the development and improvement of systems, procedures, and controls to ensure compliance, accuracy, and efficiency.
Serve as a source of information to faculty, staff, students, and external contacts on financial policies, procedures, and school activities. Provide training and present this information as needed to the YSE business office and other YSE centers and programs.
When needed provide backup to cover business office staff during vacation, absences, and peak operating periods, as necessary.
Perform additional functions incidental to business office activities as required
1. Drafts preliminary financial sections of proposals. 2. Reviews all proposals for accuracy, completeness, and compliance to grantor and University requirements and regulations. 3. Monitors, controls, and maintains financial activity of accounts. Ensures expenditures are posted to proper accounts. Identifies, researches, and corrects questionable expenditures. 4. Serves as the principal source of information on financial policies and procedures and financial activity. 5. Reconciles and analyzes financial statements. Prepares standardized and specialized financial reports and analyses. 6. Oversees and instructs support staff. 7. Oversees the maintenance of financial records and files. 8. Assists with the development and implementation of systems and procedures. 9. May calculate weekly payroll for department staff. 10. Performs clerical functions incidental to accounting activities
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education
Required Skill/Ability 1:
Highly developed and demonstrated customer service skills. Strong written and verbal communication skills. Demonstrated ability to work well in a team environment with co-workers, faculty, and others; ability to work independently as well as part of a team
Required Skill/Ability 2:
Detail-oriented and well-developed organizational, analytical and interpersonal skills. Ability to multi-task effectively with demanding time constraints; ability to work well under pressure with conflicting demands, deadlines, and emergencies
Required Skill/Ability 3:
Demonstrated willingness to absorb incidental responsibilities and contribute to special projects to ensure the smooth functioning of the office
Required Skill/Ability 4:
Excellent attendance and professional judgment. Ability to handle sensitive information in a confidential manner
Required Skill/Ability 5:
Demonstrated knowledge and ability to use Microsoft Office software applications, including Teams, Outlook, Word, and Excel with the ability to compile database extractions. Ability to evolve with the ever-changing computing environment
Preferred Education, Experience and Skills:
Experience working with faculty, staff, and students. Experience working with restricted funds including Endowments, Gifts, and Sponsored Awards; associated knowledge for University policies and procedures. Proficiency with Workday financial applications, Power BI Report Server, and Microsoft Office applications. Interest in forestry or the environment
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process
COVID-19 Vaccine Requirement
Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 website
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com
Yale University is a tobacco-free campus