Job Opportunities

Finance & Administration Staff Associate

On-campus opportunity to work in a dynamic and team-oriented office. Responsibilities include accounts payable, accounts receivable, data entry, financial reconciliations, general office tasks and customer service. Starting hourly rate of $27.50 - $32.50.

Use your associate’s degree (additional experience can be substituted for degree requirement), two or more years of progressive accounting experience, and demonstrated proficiency with Microsoft Office applications and spreadsheets to be successful in this collaborative, relationship-based environment. Candidate must be eligible to work in the US. Flexible hybrid schedule can be discussed.

University Auxiliary Services at Albany, Inc. (UAS) is a 501(c)(3) nonprofit corporation that invests in and provides services to the University at Albany community.  Here you will experience an organization with engaged leadership committed to sustainability, diversity, collaboration, personal growth and work-life balance.  Action is expected, mistakes are learning experiences, and success is measured by outcomes.

UAS offers generous benefits including paid time off (holidays, vacation, sick and personal), medical-dental-vision insurance, group term life, paid family leave, short/ long term disability, retirement plans, financial planning, wellness reimbursements, professional development, tuition reimbursement, and more. This full-time position generally requires an on-campus presence to complete work but may be eligible for an intermittent flexible work arrangement. 

Please send your cover letter and resume, demonstrating your qualifications for this position and salary expectations to [email protected]. Resumes will be accepted until the position is filled. 

University Auxiliary Services at Albany, Inc. does not discriminate in the administration of any of our employment practices on the basis of sex, age, race, color, religion, national origin, marital status, veteran status, disability, sexual orientation, gender identity, pregnancy, genetic information or any other basis protected by law, and we encourage people of all backgrounds and abilities to apply.

Job Summary: Under the supervision of the Senior Director of Finance and Business Administration, the Finance & Administration Staff Associate provides skilled data entry and support related but not limited to accounts payable, accounts receivable, financial reconciliations, general office tasks and customer service.  Assistance with payroll and benefits processing functions may also be required.

This position provides additional support to UAS by performing other functions as required.

• Monitors financial transactions and reports to ensure contract and accounting standards compliance, including reconciliation and validation of transactions and/or commissions as assigned.
• Accurately enters, completes, maintains, and files all assigned financial and personnel forms, records and other documentation as required.
• Evaluates and compares possible courses of action regarding assigned financial transactions (i.e.  ID Card daily reconciliations and deposits, check generation, accounts receivable, accounts receivable collection) and other services as assigned, and effectively communicated ideas and findings to higher levels of authority.
• Generates assigned data and benchmarking reports for finance, operations, and human resources.
• Enters cash receipts and cash disbursements into the automated accounting system
• Assists with reconciliation of bank account statements (where it does not compromise segregation of duty)
• Reviews ID Card daily transactions, reconciles and prepares daily ID Card deposits
• Prepares bank deposits and ensures that checks are deposited promptly
• Runs checks for UAS and accounting entities, and distributes after signing
• Assists with accounts receivable collection process, including the completion of any communication with vendor partners that is assigned by the Senior Director of Finance and Business Administration
• Supports and completed accounts payable and disbursement functions as assigned (where it does not compromise segregation of duty)
• Prepares and records journal entries and inputs after approval
• Prepares agency reports monthly
• Maintains purchase orders, equipment acquisition and disposal inventory, and asset management communication
• Assists in the year-end closing process, including assisting with the year-end audit
• Assists in annual budget process
• Identifies and communicates program improvement opportunities to UAS administrators

This position could also be assigned the following responsibilities based on business needs:

• Coordinates new hire paperwork and maintains personnel files as assigned, with special attention to legal compliance, document security, segregation and retention
• Enters new employees into payroll system, enters payroll changes and processes payroll system terminations, including mandatory and voluntary deductions in compliance with policy and law
• Enrolls new employees into benefits programs, enters benefit changes and processes benefits terminations in compliance with policy and law
• Records hours worked for organization and related entities and processes bi-weekly payroll after review and approval
• Reviews and distributes paychecks as assigned and in accordance with segregation of duties
• Runs reports from the payroll system as necessary
• Updates and maintains the PTO accrual spreadsheet and 1000 Hour control spreadsheet, appropriately communicating results
• Coordinates and assists with the annual Worker’s Compensation audit
• Prepares and distributes 1099 and 1096 forms annually
• Distributes W-2 forms annually

Supports UAS by performing other tasks and functions as needed

Required Competencies:

• Knowledge of current and emerging regulations, trends, practices, systems and technologies related to assigned roles and responsibilities including but not limited to:
  • Generally Accepted Accounting Principles (GAAP)
  • Financial accounting and other business process software including how to access higher level support
  • Office software, including but not limited to word processing, emails/calendar, and spreadsheet software, such as Word, Excel and Outlook, including the ability to customize tables and spreadsheets for the purpose of presenting, analyzing and reviewing information
  • University, contract, agency and vendor specific processes, protocols, and regulations that impact or are impacted by UAS
  • UAS policies, procedures and internal controls.
• Demonstrates creativity and problem-solving skills, breaking down complex issues to identify root causes and achieve resolutions
• Building strong professional relationships through demonstrated emotional intelligence, active listening, collaboration, interpersonal communications, integrity, consistency, conflict management, sensitivity, compassion, and adaptability
• Strong and effective verbal, non-verbal, and written communication skills that are adaptable to a variety of audiences and situations
• Provides excellent customer service
• Individual drive to complete research and complete work independently
• Proficiency in Microsoft Office suite especially Excel, Word, Power Point, Outlook and Teams

Work Environment & Physical Requirements:

• Occasional lifting of up to 25lbs
• Extended periods of computer use
• This is an in-person position; attendance is essential; occasional remote work may be approved

Required Education, Experience & Work Authorizations:

• Associate’s Degree in Business, Finance, Accounting, or related field
• Two or more years of progressive experience in accounting in a customer service oriented environment
• Must be authorized to work in the United States

Preferred Education, Experience & Certifications:

• Higher level or additional degree in a related field
• Experience in Payroll, Benefits and/or Human Resources
• Experience in a Higher Education Environment
• Notary Public
• Experience with accounting or payroll technologies currently in use by UAS
• Fluency in a second language

This job description provides an overview of responsibilities, duties and competencies related to this role.  It is intended to be a guide and not a binding agreement or contract, and it in no way implies that the responsibilities, duties, competencies, work environment and requirements listed here are all-inclusive.  As an employee, you are expected to perform other tasks, duties and training as directed by your supervisor or other senior administrators. University Auxiliary Services (UAS) reserves the right to modify, add or remove responsibilities, duties, competencies, work environment and requirements at any time with or without notice. Furthermore, UAS is an at-will employer; your employment can be terminated by you or by UAS with or without cause, and without notice at any time.