CASY-MSCCN Jobs

Job ID 12420 Location Case Main Campus Full/Part Time Full-Time Regular/Temporary Regular Job Description POSITION OBJECTIVE Working under general direction and reporting to the University Controller, the Department Assistant performs a wide variety of administrative functions. This individual will handle and process highly confidential, time sensitive and complex information providing assistance to the University Controller to increase their time and availability for high-level responsibilities. The department assistant will serve as a resource for the Senior Associate Controller and the department, but will also be seen as a resource for three smaller Finance Division departments, namely Enterprise Resource Planning, Audit Services, and Endowment Management. The department assistant may handle a wide variety of matters, situations and conflicts involving all levels of administration and rely on experience, independent judgment and decision making to plan and accomplish goals. ESSENTIAL FUNCTIONS 1. Manage all aspects of a professional and efficient office. Provide exceptional customer service to office visitors and on the telephone. Manage the University Controller's and the Sr. Associate Controller's calendars (including coordinating events/meetings, developing agendas etc. with other senior leadership), controlling the entryway security, arranging travel and producing and proofreading of documents (complex letters, quarter-end briefing book, annual report, etc.). In addition, maintain office machinery, such as copiers and postage machine. Periodically assist the three smaller Finance Division departments which occupy the same space as the Controller's Office (ERP, Audit Services, and Endowment Management). This includes assisting them with supply ordering, T&E reimbursement, conference room reservations, calendar meeting invites, and other various administrative tasks that come up from time to time. (35%) 2. Assist with the preparation of the departmental budget and forecasts. Reconcile expenditures charged to the departmental operating account and identify areas of concern. Assist the University Controller in implementing cost-saving strategies. Maintain a strong understanding of university financial policy, purchasing policies, budgetary guidelines and deadlines. Prepare monthly reports, quarterly forecasts and yearly budget for review by the University Controller. Maintain a balanced budget. Prepare and mail invoices from the PeopleSoft Accounts Receivables module. Distribute reports. Work under the guidance of the accounts receivables accountant. Order office and other supplies for the department as a whole, ensuring that the department is receiving the best pricing. Maintain the proper amount of inventory for office supplies, payroll check stock and other forms, such as W-2's and 1042's. (25%) 3. Prepare and/or contribute to the preparation of documents for the year-end reporting process and the annual financial audit. Includes, but not limited to, the coordination of receipt of audit schedules, preparation of confirmation letters and management representations letters, and assistance in the production of the University's annual report, a complex and audited document that must be in compliance with U.S. GAAP. (10%) 4. Interact diplomatically with many employees on behalf of the controller's office. Provide support to the tax manager with the state income tax and unclaimed funds filing process. Includes input of K-1's into the CTRAC tax software, requesting payment of state tax due, preparation and mailing of notice to recipients of unclaimed funds and coordination of responses and payments to recipients. This process involves the careful and sensitive handling and communication of personal and confidential information. (7%) 5. Manage emails on controller@case.edu, the main avenue of correspondence for the depar