Accounting Assistant

Title : Accounting Assistant

Accounting Assistant

Department : General Accounting

General Accounting

Reports To :

Manager, Plant Fund Accounting and Fixed Assets

Position Type : Staff

Staff

Position Summary :

Under the daily guidance of the Manager, General Accounting, this position performs a variety of property control, plant fund accounting and related functions for New Jersey Institute of Technology (NJIT) and its affiliates.

Conducts both on and off campus physical inventories of all fixed and moveable capital assets; reconciles inventory results with the Fixed Asset System and updates data as necessary.

As part of the capital asset acquisition process, locates and tags newly acquired capital assets and updates information in the Fixed Asset System.

Prepares supporting documents for construction and renovation expenditures for completed projects and capital asset disposals;

monthly reconciliations; and various journal entries. Processes creation and termination of Plant Fund projects. Prepares reimbursement requests for externally funded plant fund projects.

Assists in the preparation of year-end audit schedules. Uses Banner Finance and its Fixed Asset System, Microsoft Office, and Cognos report writer to accomplish job related tasks.

Essential Functions :

Physical Inventory Functions

• Prepare inventory schedule for on-campus and off-campus capital assets.
• Perform inventories and update results in the Fixed Asset System.
• Follow up for items not found during initial inventory.
• Prepare inventory results summary for two-year cycle for all buildings.

Capital Asset Acquisition and Disposal Functions

• Prepare capital asset documents for tagging; schedule tagging appointments.
• Complete on-site tagging with barcodes and update Fixed Asset System with required information.
• Prepare supporting documents for asset disposals. Process disposal transactions in the Fixed Asset System.
• Review expenditures to ensure proper classification between capital and non-capital expenditures.

Journal Entries

• Prepare and process various journal entries, such as reclassification of expenditures.
• Assist Manager in processing journal entries for accrual / reversal of expenditures, construction in progress for incomplete projects and partially expensed capital equipment purchase orders.

Additional Functions :

• Prepare monthly reconciliation of the Fixed Asset System to the General Ledger.
• Prepare quarterly reconciliation of capital asset expenditures to capital asset additions.
• Create new project funds as requested.
• Process project fund terminations when plant fund project is identified as complete.
• Prepare reimbursement requests for externally funded projects.
• Assist with creation of management reports and audit requests using the Fixed Asset System or appropriate computer software including spreadsheets or databases.
• Attend staff meetings, training sessions and other required business gatherings.
• Participate in computer upgrades and conversions.
• Other duties asassigned.

Prerequisite Qualifications :

• Associate's degree with a concentration in Accounting or Business required.
• 1-3 years of bookkeeping or related experience required.
• Must possess intermediate level Excel skills.
• Should possess excellent verbal and written communication skills.
• Familiarity with Banner Finance and fixed asset systems a plus.
• At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Bargaining Unit : OPEIU

OPEIU

Range / Band : FLSA :

FLSA : Non-Exempt

Non-Exempt

Full-Time

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