Under general direction from the Business Administrative Associate of Simmons Cancer Institute at SIU, the primary purpose of this position is to assist with multiple aspects of financial operations.
*This position is ON SITE only*
Financial 90%
1. Prepares and reviews vouchers, requisitions, purchase orders, collection reports, and other routine transaction documents for completeness and accuracy prior to fiscal officer/delegate signature. Ensures object coding accuracy.
2. Reviews invoices and statements, verifying information, ensuring funds are available, and, if questionable, resolving with submitting vendor or individual, determining accounts involved, coding transactions, and processing material for application in the accounting system. Ensures that all paperwork conforms to University and State of Illinois policies and procedures.
3. Prepares and reviews internal billing for research patients treated in SCI Infusion Room. Ensures all applicable fees are assessed to appropriate department in which the research study is housed.
4. Performs difficult coding where judgment, based on advanced knowledge, must be applied and/or serves as a resource for other staff.
5. Posts financial transactions to registers, and ledgers, manually or by electronic accounting systems.
6. Corrects transaction documents, which may require rev1s1on of subsequent related documents or entries, impacting multiple funding sources.
7. Audits ledgers and accounts, alerting the Business Administrative Associate to any discrepancies.
8. Department resource for procurement card purchasing. Reviews p-card transactions for entry accuracy by purchasing deadline. Ensures p-card users adhere to purchasing and departmental policies. Corrects coding as necessary.
9. Orders supplies for Infusion Chemotherapy mixing room for Pharmacist/Pharmacy Tech. Creates IDF against Healthcare Purchase Requisition for weekly Infusion chemotherapy drugs and submits for ACH payment approval. Tracks duplicate invoices to ensure overpayments are not made. Creates IDF against Healthcare Purchase Requisition for weekly Infusion lab supplies.
10. Manages payroll electronic time reporting system, preparing departmental time reports and fringe benefit reports for SCI AP, Semi-Monthly, and Bi-Weekly faculty and staff. Updates benefit time tracking spreadsheet of all departmental employees for supervisors.
11. Prepares, or assists in preparing, financial reports for Foundation, Infusion Room pharmaceutical drug expenses, and University accounts. This includes reviewing transactions and reporting any discrepancies to the Business Administrative Associate. Investigates and resolves discrepancies.
12. Posts financial information to journals, registers, ledgers, and other related records; makes adjustments, prepares balances, and reconciles accounts.
13 .Maintains record keeping and/or filing systems for the department financial files. Assumes initiative in upgrading record keeping and/or filing systems as appropriate.
14. Assists with monthly reconciling of Foundation, Healthcare, and School of Medicine financial accounts. Locates backup documentation of all expenses/transfers related to those accounts.
15. Coordinates and maintains all budgetary control and tracking records for department fixed assets. The scope of assets represents clinical as well as laboratory equipment located throughout the School of Medicine campus in Springfield. Completes annual inventory audits in accordance with state and university rules and regulations. Coordinates with IT personnel when equipment is relocated in order to maintain an ongoing accurate inventory.
16. Provides guidance and instruction to employees including adherence to financial guidelines for state and university travel regulations
Office Support 10%
1. Maintains appropriate inventory of office supplies and replenishes when necessary. Orders office supplies for area of responsibility. Orders and maintains patient amenities for Infusion Room and front lobby desk.
2. Other duties as assigned.
Credentials to be Verified by Placement Officer
1. High school diploma or equivalent.
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Any one or combination totaling two (2) years (24 months) from the categories below:
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Course work in accounting, as measured by the following conversion table or its proportional equivalent:
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9 semester hours equals two (2) years (24 months)
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Course work in any discipline as measured by the following conversion table or its proportional equivalent:
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30 semester hours equals one (1) year (12 months)
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Associate's Degree (60 semester hours) equals eighteen (18) months
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90 semester hours equals two (2) years (24 months)
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Work experience in bookkeeping, office support, or closely related experience
Knowledge, Skills & Abilities
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Knowledge above the rudimentary understanding of bookkeeping practices and procedures and accepted accounting principles.
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Knowledge of university and departmental policies, rules, and regulations.
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Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures.
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Skill in active listening and critical thinking.
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Skill in time management.
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Ability to communicate effectively as appropriate for the needs of the audience.
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Ability to compare numbers and detect errors efficiently.
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Ability to compile complex financial records and prepare routine financial reports or statements.
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Ability to make computations with speed and accuracy.
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Ability to work independently and exercise judgment.
Condition of Employment
Pursuant to the State Universities Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.
