About the job
As an integral member of the Finance team, the Accounting Assistant plays a pivotal role in the efficient management of accounts payable for the Harvard Radcliffe Institute. Reporting directly to the Associate Director of Financial Operations, this position is crucial for ensuring the accurate and prompt processing of vendor invoices and payments, including those for honoraria and independent contractors.
This role involves extensive interaction with the institution's financial systems to ensure that all transactions are accurately coded, thoroughly documented, and comply with both University and Institute policies. The Accounting Assistant will be responsible for managing a considerable volume of routine, time-sensitive transactions and will receive cross-training for various financial processing tasks as necessary.
Key Responsibilities:
Accounts Payable and Invoice Management:
Efficiently processes a large volume of invoices, honoraria, and other payables within the financial systems, ensuring accuracy and timely execution.
Reviews invoice submissions for proper coding, required approvals, and necessary supporting documentation in adherence to established policies.
Guarantees that payments to vendors, independent contractors, and other individuals are executed in line with contractual obligations and internal timelines.
Monitors outstanding invoices and proactively communicates with departments and approvers to resolve issues and mitigate delays.
Generates basic reports to track transaction statuses, pinpoint unresolved items, and assist with month-end or year-end closing activities as instructed.
Regularly enters, reviews, and tracks accounts payable transactions in institutional financial systems.
Processes employee business expense reports, validating receipts, categorizing expenses, addressing discrepancies, and utilizing Concur for accurate and timely reimbursements.
Compliance and Documentation:
Ensures that all transactions conform to University, Institute, and departmental policies, including procurement and reimbursement guidelines.
Guarantees that all necessary backup documentation (contracts, W-9s, receipts, etc.) is collected, organized, and stored according to recordkeeping policies.
Aids in identifying and rectifying discrepancies, errors, or missing information, and prepares correcting entries or journals under supervision.
Coordination and Customer Interaction:
Acts as a primary contact for departments regarding inquiries about invoices and payments, required documentation, and basic policies and procedures.
Maintains professional and clear communication with all stakeholders.
