Assistant Director, Accounting

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Item 2.D-November 9, 2012 ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE

To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to [email protected] for discussion and for initial review before routing PDQ for approval signatures. Questions - call UNR Faculty HR at 682-6114

INSTRUCTIONS:

See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions. Incumbent(s) Name (if applicable): Current Title: (JCC: ) Position #(s): Current Range: Department: ASUN Management Account #(s): 1702-105-0112 College/Division: Student Life Services/ VP Student Services

Action Proposed:

(

check all that apply

) ( X ) New position: Proposed Range

: 2

Proposed Title

: Assistant Director, Accounting (CSE)

( ) Title Change, Proposed Title: ( ) Proposed Reassignment from Range to Range ( ) Revised PDQ only (no change in range or title) ( ) Line of Progression (show titles below)

Range: JCC (Current or new HR assigned):

I certify that the statements in this description are accurate and complete to the best of my knowledge.

____________________________________________________________ Employee’s Signature __________________ Date

I/we have reviewed the statements in this form and they accurately reflect the job assignments.

____________________________________________________________ Immediate Supervisor’s Signature

Sandra Rodríguez, Director ASUN/CSE

__________________ Date ____________________________________________________________ Director/Chair/Dean

Dr. Gerald Marczynski, AVP/Dean of Students

__________________ Date

Approved for Salary Placement Committee review.

____________________________________________________________ Pres / Vice Pres / Vice Prov Signature __________________

Dr. Shannon Ellis, Vice President

Date

Student Services Action Approved by the Provost/President (Completed by Faculty HR):

Pos #(s): JCC:

67321

Range:

2 11/1/2012

Approved Title: Assistant Director, Accounting (CSE)

Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.

Employee Signature:_______________________________________________ __________________ Printed Name: ____________________________________________________ Date Rev: 10/1/2012

Position Description – Assistant Director, Accounting (CSE) Page 2

1. Summary Statement: State the major function(s) of the position and its role in the university. Attach an organizational chart with positions, ranges, and names for the division which reflects the position in it as well as those supervised in the department. (This section is

used for advertisement of the position.)

The Assistant Director, Accounting, reports to the Director of the Associated Students of the University of Nevada (ASUN) Center for Student Engagement (CSE) and is responsible for supervising and directing the daily operations of the ASUN Accounting Office. The individual monitors the financial activities through the maintenance and control of financial records. The position communicates policy changes/updates, conducts training on use of Nevada System of Higher Education (NSHE) and University processes and resources including purchasing cards, travel, and accounts payable. The Assistant Director assists and advises 215+ ASUN staff, elected and appointed officers, clubs, and organizations and student publications on sound accounting principles.

2. List the major responsibilities, including percentage of time devoted to each. Provide enough detail to enable a person outside the department to understand the job (percentage

first with heading and then bulleted information).

40% - Supervision of ASUN Accounting office

 Provide guidance and supervision of staff  Establish and maintain sound accounting practices by ASUN staff, elected and appointed officers, club and organizations and student  Oversee daily processing and accounting for revenue and expenditures by ASUN departments and  clubs and organizations and student publications Review and report financial transactions Ensure accuracy, completeness and compliance with system and university accounting procedures   Oversee and develop policies and procedures for day-to-day operation of the ASUN Accounting Office for deposits, purchasing cards, key distribution, prox cards, payroll, club accounts, ASUN accounts, university vehicles, and inventory Ensure proper documentation of all financial transactions emanating from the ASUN Accounting Office    Responsible for the reconciliation of all ASUN and club accounts and the processing of 50+ purchasing card statements Develop and ensure appropriate cash and reconciliation controls Ensure proper execution of all contracts

20% - Customer Service

 Assist and resolve issues on expenditures of funds for ASUN officers, staff, and 250+ clubs and organizations  Assist customers with navigating and understanding University policy and procedure related to funds  Assist and resolve issues of vendors who do business with ASUN, clubs and organizations and student publications

20% - Advising

 Advise student clubs and ASUN officers on the business policy and procedures of the University and serve as a liaison between Business Affairs and clubs  Develop workshops for all student clubs funded by ASUN on how to spend fiscal resources in accordance with University policies and procedures   Develop fundraising workshops for clubs Advise the ASUN Club Commission development of funding practice and distribution of monies during club funding hearings

Position Description – Assistant Director, Accounting (CSE) Page 3

20% - Data, Assessment and Reporting:

 Assess customer services satisfaction of services provided by ASUN Accounting OfficeDevelop and implement performance indicators for the ASUN Accounting Office  Provide data and reports to the Director for internal financial reviews of ASUN accounts by the ASUN Budget and Finance committee   Provide account balances for all ASUN clubs and organizations Provide financial reports to the Director as needed

3. Describe the level of freedom to take action and make decisions with or without supervision and how the results of the work performed impact the department, division and/or

the university as a whole.

Level of Freedom: The position functions independently in managing the day-to-day operations of the ASUN Accounting office and its employees. Many individuals come to the office to initiate financial transactions on a yearly basis. Effective communication skills are crucial to gain cooperation form users. Patience is necessary to convey complex policies to first-time users of clubs and ASUN who have a yearly turnover in leadership. It is critical that the Assistant Director monitors and ensures that ASUN and club needs are met and that the liability the University faces is adequately monitored, reduced, and eliminated. Impact: Poor decisions and/or errors in judgment can result in non-payment of vendors and miss-accounting of deposits or erroneous information disseminated. This can reflect negatively upon the department, division and the University. This can affect the relationship the University has with vendors, could cause a loss of user confidence in the ability to effectively resolve problems, and could create or cause unnecessary problems or delays for customers served. Over 220 club officers and 85 ASUN officers access purchasing cards on a regular basis. Poor protocol can expose the University to significant fraud if the use of 50+ purchasing cards is mishandled. Failure to properly monitor expenditures of funds/payment activity could result in negative publicity for the university. Errors in accounting transactions can create problems in individual club balances. Further, poor decisions and judgments in office management can reduce the efficiency and the effectiveness of the staff, procedures and relationships with other University departments.

4. Describe the knowledge, skills (to include cognitive requirement and verbal and written communication), and abilities (to include task complexity, problem solving, creativity and

innovation) essential to successful performance of this job (in bullet format).

Knowledge of:  Accounting, finance, and budgeting concepts  Contracting processes       Computerized information systems for accounting and financial application Student employment hiring procedures Appropriate internal accounting controls NSHE and University policy and procedures Higher Education administration College Student Development theory Skills:  Proficient with standard business computer applications such as spreadsheets, QuickBooks and query software.  Proficiency in use of a personal computer and current software applications including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email), specifically Microsoft Excel to quantify and illustrate financial reports

Position Description – Assistant Director, Accounting (CSE)     Effective interpersonal skills Effective verbal and written communication Strong problem-solving, conflict resolution and organizational skills Employee development and performance management skills Ability to:  Apply policy and procedure consistently and equally       Reason logically Monitor departmental accounts Respond to requests for data and related reports within specific timeframes Analyze and interpret related financial data and information Effectively supervise staff Manage conflict and resolve issues

5. Describe the type of personal contacts encountered in performing the duties of the job. Explain the nature and purpose of these contacts: i.e., to provide services, to resolve

problems, to negotiate.

Internal Reason for Contact

Page 4 ASUN Elected/Appointed officers ASUN clubs and advisors ASUN full time staff chairs Human Resources

External

Deans, directors and department Business Affairs (Accounts Payable, Purchasing, Controller, Budget, Planning and Analysis, Internal Auditing, payroll) University Development To provide financial guidance, educate, navigate university policy To provide financial guidance, educate, navigate university policy and review current policies and procedures To provide financial reports, data, guidance on University policy To provide service and resolve problems To ensure appropriate payment of services, contracts, etc. To oversee foundation accounts To ensure appropriate hiring practices of student employees

Reason for Contact

NSHE Auditors Vendors To ensure compliance with system financial policy and procedure To ensure payment for services, resolve issues, connect with appropriate officials for vendors who do business with/through 30+ ASUN accounts and 250+ clubs and organizations

6. Indicate the minimum qualifications which are necessary in filling this position should it become vacant. Please keep in mind the duties/responsibilities of the position rather than the

qualifications of the incumbent.

a. Minimum educational level, including appropriate field, if any.

Bachelor’s Degree from a regionally accredited institution

Position Description – Assistant Director, Accounting (CSE) Page 5

b. Minimum type and amount of work experience, in addition to the above required education necessary for a person entering this position.

Bachelor’s Degree and two years, or a Master’s Degree and one year, of experience in account reconciliation/monitoring or related work and supervising staff and/or student employees Preferred Licenses or Certifications: None

c. Indicate any license or certificate required for this position.

None

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