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Accounting Assistant II

Posting Details

Position Information

Job Title Accounting Assistant II
Department Jones Graduate School of Business
Full Time/Part Time Full-Time
Requisition Number S18221
Open Date 12/08/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

The Accounting Assistant II is responsible for assisting the Office of Financial Services with budget operations and financial record keeping for the Jones Graduate School of Business. The incumbent participates in the administration and monitoring of JGSB operating budgets and is expected to become familiar with the School’s endowed funds and all sources of income. The duties and responsibilities for this position include: providing accounting and administrative support to all departments, faculty, student clubs and other groups as needed; processing expenses from all departments; assisting in the analysis of supplies and expenses; and initiating accounting entries as necessary.

Education Required HS Diploma or equivalent
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred
Experience Required 2 years
Type of Experience

Related experience in accounting, accounts payable, expense processing, or administrative support.

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the
experience requirement.

Experience Preferred

- Three or more years of work experience in accounting, accounts payable and/or expense processing across various disciplines.
- Experience working in higher education, or experience working at Rice University highly desired.

License/Certification Required
License/Certification Preferred

- Notary public.

Skills Required

- Familiarity with Microsoft Excel, the ability to organize large data sets using pivot tables.
- Proficiency in word processing applications and knowledge of database applications such as Access.
- Must have strong analytical abilities combined with high attention to detail.
- Must be a well-organized and self-starting person, able to meet deadlines, often under short time frames and with multiple tasks assigned.
- Must be able to work independently and with little direct supervision as well as being able to work as a member of a team.
- Must be able to deal with pressures from diverse constituencies in a diplomatic manner.
- Must be discreet about confidential information.
- Must have sound judgment so as to make appropriate decisions independently.
- Must possess polished communication skills.

Skills Preferred

- Familiarity with the Rice accounting system or similar systems such as Banner highly preferred.
- Knowledge of fund accounting.
- Mastery of organizing large data sets using pivot tables.

Internal / External Contacts

Frequent contact with all levels of administration within the Jones Graduate School and Rice University in person, in writing, and by telephone.

Frequent contact in person, in writing, and by telephone with vendors and others related to business needs of the school.

Physical Demands

Must be able to move freely around the campus and within a large building. Must be able to deliver invoices to payment solutions across campus.

Working Conditions

Occasional work after hours and on weekends is required approximately once or twice per quarter, especially at the end of the fiscal year and when other budget information is due.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting

Job Duties

Job Duty Name Process Business Expense Reimbursement Transactions
Description of Job Duty

- Primary responsibility for the day to day financial support operations in the JGSB related to travel and business expense reimbursements. Primary point of contact within the JGSB for access and training related to the Concur Expense System (or any subsequent system implemented by the university for the purposes of expense reimbursements and reporting). Evaluates accuracy, completeness and reasonableness of system report submissions. Identify and resolve issues such as appropriate use of accounting codes, approvals, and compliance with Rice policy and procedures. Approval authority for reimbursement reports up to $3,000. Stays abreast of and communicates reimbursement policy and procedural changes to faculty and staff. Provides ongoing training and customer service to JGSB staff and faculty.

Percentage of Time 70
Job Duty Name Financial Status Reporting
Description of Job Duty

- Generates and distributes monthly status of funds reports for each faculty support budget and each PhD support budget. Maintains appropriate records in an organized fashion. Primary back-up for Accounts Payable functions within the JGSB.

Percentage of Time 20
Job Duty Name Other Duties
Description of Job Duty

- All other duties and special projects as assigned by the department director.

Percentage of Time 10

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have two years of related experience in accounting, accounts payable, expense processing, or administrative support, or additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement?
    • Yes
    • No
  3. * Please provide the salary or range that you would require or consider for this position.

    (Open Ended Question)