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University of San Francisco
  • Position Number: 1460474
  • Location: San Francisco, CA
  • Position Type: Business - Accounting

Accounting Assistant V
University of San Francisco

USF Hilltop Campus

Job Title:
Accounting Assistant V

Job Summary:
Accounts payable professional who reviews and approves documentation within IRS regulations using numerous computer applications as an engaged team member.

Full Job Description:
Support the purchasing card ordering process by receiving the cards, disseminating those who have received trainings and holding cards for those with overdue expenses and back up staff for p-card limit changes.

Serve as the primary contact for the University for inquiries relating to; the Concur Expense reporting system, Travel and Entertainment policy, Purchasing Card policy, IRS Accountable Plan rules, purchasing card and out of pocket reconciliation for both USF and Non USF employees. Research, resolve and respond to inquiries in an independent manner.

Interpret IRS regulations, University Policy, Grant Restrictions and NCAA Guidelines to determine whether taxation or withholding is applicable. Initiate imputing process for any taxable fringe benefit relocation, cash advance balance or personal expenses. Consult Internal Auditor and Payroll Director when necessary. Maintain regular communication with respective areas for both visibility and process improvement. Produce reports as needed.

Pursue material regarding latest techniques in detecting fraud or misuse. Implement learned information by updating procedures and protocol for audit (regulatory report) transparency.

Administer the expense reporting process of all university out of pocket and purchasing card expenses through the Concur Expense reporting system. Analyze and process transactions for policy compliance. Review, verify and enforce IRS Accountable Plan rules.

Maintain records of missing information for tracking and audit purposes. Contact staff, faculty or students regarding missing information. Utilize the found data to enhance future reconciliation, approvals and back office processing

Initiate proactive processes to modify system user behavior. Update internal review procedure manual as needed.

Train and actively engage Business Managers to support best practices and, how to avoid unnecessary or isky expenditures. Assemble records of department trends. Meet with department representatives to discuss areas that require attention and/or possible efficiencies to progress towards the best practices.

Manage all aspects of the Concur Canvas course to ensure policy and training are disseminated to all on boarding employees. Disseminate information regarding Concur Travel, Invoice, Mobile and expense reporting best practices. Construct and administer online training portal. Maintain updated training material.

Identify prepaid and accrued expenses. Analyze and record for Accounting to ensure expenses are recorded in the appropriate fiscal year.

Author reports for Accounting and Business Services, Business Managers and Internal Audit and Tax Compliance. Analyze large amounts of data to prepare ongoing and ad-hoc reports to ensure compliance, analyze tax implications and meet regulatory requirements. Including but not limited to Excise Tax, Relocation Tax and Fringe Benefits. Disseminate as requested.

Review software release notes for all Concur modules, assist with pending services issues; submitting cases with Concur support and providing timely project/case updates.

Demonstrate ability to use advanced Excel and Microsoft tools to analyze data

Coordinate efforts for fiscal year end closure including but not limited to assessing unreconciled, prepaid and accrual transactions. Act as a liaison between Disbursement Services and the University's Business Managers to disseminate processes and deadlines.

Hire, train and coach student assistants to effectively support the Disbursement Services team.

Oversee data integrity through account set up and termination process. Evaluate cyber security to safeguard privileged information.

Facilitate administrative details of yearly purchase card, expense audit and annual reports including but not limited to ECP preparation/analysis, Relocation tracking/reporting. Work closely with the department of Internal Audit and Tax Compliance to set audit priorities and maintain regular reporting.

Demonstrated analytical ability to review and approve all forms of invoices and supporting documents to generate vendor payments through Concur Invoice, Jaggaer and Banner Finance. This includes the review of source documents and exception reports to ensure that correct accounting and university policies are followed and all required approvals have been obtained.

Demonstrated knowledge of California sales tax regulations to perform high level review to determine the appropriate sales or use tax, in order to ensure compliance with state regulations.

Perform other duties, as assigned, which meet the operational needs of the Office of Accounting and Business Services.

Work in a fast paced, high volume environment while remaining a positive team influence

Minimum Job Qualifications:

Post high school education is preferred. Five years of increasingly responsible work experience in an accounting related position preferred. A bachelor's degree in Business is desired, but is not required. A highly developed attention to detail is required, as is the ability to interact effectively with a wide range of people, with clear oral and written communication. Experience with Microsoft Excel and PowerPoint is required as is experience running database queries for detailed analytical reporting at an advanced level. Experience with, Banner, Jaggaer, Cognos, Concur Suite including administrative tools, PaymentNet, AppZen, and Canvas is a plus. Ability to work in a standard office environment in a professional manner is required. Ability to occasionally lift and carry up to 15 pounds.

Full time

Pay Rate:

To apply, visit

The University of San Francisco is located in the heart of one of the worlds most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco's first university, and its Jesuit Catholic mission helps ignite a students passion for social justice and a desire to Change the World From Here. For more information, visit

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