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University of Rochester Accounting Bookkeeper IV - 221141 in Rochester, New York

Accounting Bookkeeper IV Job ID 221141

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Pharmacology & Physiology


8:30 AM-5 PM


Position Summary:

Accounting/Bookkeeper IV in the Department of Pharmacology and Physiology. With limited direction from varied staff members, perform accounting/bookkeeper duties for personnel in the Department of Pharmacology and Physiology and the Anesthesiology Sponsored Research and Education Business Center. Perform routine and non-routine duties requiring advanced accounting/bookkeeper/data entry skills, customer service proficiency, and the ability to shift from varying priorities. This position requires the ability to communicate on a professional level with faculty, staff, students, and other departmental personnel from diverse backgrounds, as well as the ability to work independently and as part of an experienced, and highly effective administrative team. Duties will vary depending on daily/weekly priorities.


Bookkeeping/Research Accounting:

Responsibilities include staff support to the departmental administrative office operation, with specific support to the Research Program Manager, Financial Analyst, and Senior Accountant, to manage over 125 departmental and business center accounts, which include institutional, federal, non-federal, voluntary health agencies, research subcontracts with other institutions, and industrial contracts from various sponsors, such as the National Institutes of Health, American Heart Association, New York State, etc. In an independent manner perform the following duties:

  • Data entry to URGEMS (encumbrance accounting system) and other departmental and institutional systems. Assist in the training of office staff on the URGEMS system and/or participate in staff training and standards for URGEMS utilization and best practices. Advise departmental personnel on University and agency procedures and policies for procurement and allowable costs. File paperwork after data entry, assemble ledgers (URF reports) and paperwork for account reconciliation, etc. Assist in budget preparation by gathering, assembling and computing data. Analyze budgets for variances and break down and explain charges.

  • Review ledgers and reconcile expenses using URGEMS. Compose emails related to problem areas, FAO account number changes, etc. Using UR Financials, research undocumented transactions and process journal entries. Assist in the compilation of information for reports and related documentation for account managers. Maintain account files, including copying, scanning, and filing materials. Coordinate charge-back process for shared services (dry ice and liquid nitrogen), review invoices and ledger expenses, prepare Excel spreadsheet. Review and process subcontract invoices, update Excel spreadsheets, and submit Supplier Invoice Requests to pay invoices. Follow-up with subcontractor for problem resolution or as directed by account managers. Work with senior staff to generate, analyze, and maintain monthly reports using UR Financials, Excel, and other applicable systems and databases.

  • Prepare and review University and vendor forms and invoices (e.g., P-Card, Business Expense & Travel Reimbursements (BETR), Supplier Invoice Requests (SIR), Requisitions, Purchase Orders, cost-center billings, Vivarium, etc.). Check for reasonableness of all reviewed expenses and examine accounting documents to ascertain that transactions are properly supported in accordance with University and sponsor policies and procedures. May serve as P-Card holder and manage and process paperwork in accordance with established practices. Other duties as assigned.

  • Review and adhere to University and sponsor guidelines and policies for all accounts.

  • Frequent contact with Office of Research Accounting and Costing Standards, Office of Research and Project Administration, Procurement Services, Accounts Payable, General Accounting, Payroll, and sponsoring agencies for account issues and problem resolution.

    Departmental and Institutional Administration:

    Oversee capital equipment tagging process. Assist and/or maintain with the institutional equipment inventory and space inventory using UR Space. Input data and run reports in department-based databases, such as ACCESS. May assist with HRMS functions, such as time approval, and payroll form changes.

    Assist with departmental special events as assigned, such as arrangements for retreats, poster sessions or lectures. Share responsibility for office coverage, mail coverage, open/closing office, postings, etc. Assist departmental personnel with operational and facilities-related issues. Attend and participate in staff meetings, and meetings pertinent to position responsibilities or in other staff member’s absence. Participate in institutional testing of new systems. Other duties as assigned.


    AAS degree in Accounting/Bookkeeping plus 3-4 years of related work experience; or an equivalent combination of education and experience.

    Preferred Qualifications:

    Proficiency in computers and related-software programs essential (OUTLOOK, WORD, ACCESS, EXCEL).

    Excellent communication skills (verbal and written), and willingness to quickly learn and adapt to new systems and changes in institutional priorities and policies.

    Knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs preferred.

    Experience with URF, URGEMS, HRMS, and CLASP certified preferred.

    Excellent attention to detail, organizational and interpersonal skills required, with the ability to work in a team environment.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled