PURPOSE OF THE POSITION:
Perform accounting, reporting, and administrative tasks to ensure that costs are charged appropriately and accurately to WVIT or its stakeholders and clients. Ensure that all charges and expenses are within policy, agreed budgets and reasonable ranges. Deviations to policy or budgets must be identified and escalated. This position must ensure confidentiality as information may include salaries and benefits, and other confidential materials.
Settlement Advice System Management:
On behalf of WVIT and other departments that may be assigned, ensure that all Pre-Approvals (PA) and Settlement Advices (SA) are created in the Settlement Advice (SA) System in an accurate, complete and timely manner.
Review historical expenses and pre-approvals against current year approved budgets.
Engage with department managers and stakeholders to validate information on pre-approvals prior to creation of the PA.
Maintain and manage the master list containing budget information and pre-approval information.
Create pre-approvals when all information has been collected and validated.
Prepare variance analysis between PA amount in the PA master list versus the actual expenses charged against the PA.
For settlement advice requiring manual approval (those charges above the approved PA), review the costs/expenses charged against the PA and determine if the expenses are acceptable, according to policy and within the agreed terms.
Recommend for approval or disapproval.
Prepare journal entries for all SAs against Support Office and ensure that eligible incurred costs are transferred to the support offices thereby minimizing the risk for WVIT having to bear unfunded costs.
Chargebacks and Direct Charges:
Ensures that expenses are charged back to the appropriate departments in accordance with the chargeback policy, the approved budget/chargeback, and in compliance with agreed terms of reference or support documents.
Maintains and monitors the master file of all approved chargebacks.
Ensures that all expenses charged out are recorded accurately.
Must be able to identify trends and patterns, and be able to detect any deviations from the usual expenses. Investigate to ensure that a charge is accurate and acceptable.
Train and assist departments in using or understanding the PA-SA and chargeback processes.
Ensure interoffice risks are minimized and expenses are charged accurately and completely by sending or receiving offices and that year end balances are accurately disclosed for year-end closure and consolidation at GC level.
Reporting and Analysis:
Prepare reports and analysis that may be assigned by the team.
Provide overall admin support to the team specifically during team meetings and trainings.
Provide support to FP&A Manager on process improvements and documentation.
Prepares business processes and capacity building materials (if needed).
Perform all other duties that may be required.
KNOWLEDGE, SKILLS AND ABILITIES:
Typically requires 2-3 years of experience in Accounting and Finance.
Good understanding of accounting intercompany transactions.
Strong proficiency in Microsoft Applications like Excel, Word, PowerPoint and Teams.
Strong troubleshooting and problem solving skills.
Able to work with people from diverse cultural backgrounds.
Bachelor’s Degree in Accounting, Business Administration, Finance or equivalent work experience.
Preferred Skills, Knowledge and Experience:
Experience in Power Query, Power Automate, Smartsheets, and PowerBI