Fiscal Officer (Financial Administration Specialist)
Indiana University

Job Info

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Department

ORGN OF AMERICAN HISTORIANS (BL-OAMH-IUBLA)

Department Information

The Organization of American Historians (OAH) is the largest scholarly organization devoted to the history of the United States, and to promoting excellence in the scholarship, teaching, and presentation of that history. An international non-profit membership organization, the OAH has over 6,000 members who are university and college professors as well as individuals employed in a variety of scholarly and institutional settings, including libraries, museums, national parks, and historical societies.

Job Summary

Department-Specific Responsibilities

• Assists in financial planning and tracking for the organization including monitoring and managing cash flow, and ongoing evaluations of the organization's financial position and performance.
• Prepares and records monthly closing documentation, reviews closing steps that have been performed by other administrative and accounting staff.
• Develops, prepares and analyzes monthly, quarterly, and annual technical financial statements including but not limited to balance sheets, cash projections, budgets, departmental reports, and dashboard reports.
• Reviews, implements, monitors, and maintains effective internal controls; provides operational and administrative direction regarding the internal control environment.
• Manages all OAH accounts, including IU Foundation accounts, OAH prize funds, and project and grant accounts; monitor and maintains minimum IU cash balance requirements.
• Undertakes business office financial and administrative tasks including weekly invoicing and payment approvals, processing and tracking donations, managing insurance, insurance renewals and compliance, managing bank and credit accounts.
• Reports organization's financial position and performance to the OAH Executive Director, the OAH Executive Board, the OAH Treasurer, and the OAH Finance Committee.
• Serves as OAH's IU Fiscal Officer, monitor OAH's IU budget, and perform general financial and administrative duties to ensure compliance with university financial and human resources policies and procedures.
• Leads annual OAH internal budget construction.
• Prepares and files annual OAH tax returns (including Form 990), non-profit filings, and state charitable registrations.
• Ensures thorough compliance with regulatory agencies and prepares annual Forms 1099 for contractors, award recipients, and vendors.
• Leads the annual external audit, interfaces with the external annual audit team, responds promptly to all audit inquiries, produces and provides all requested schedules and documentation for all aspects of the OAH annual audit.
• Attends the OAH Annual Conference and oversees related financials.
• Leads IU budget construction.

General Responsibilities

• Using knowledge and application of accepted procedures and standards, performs detailed financial and administrative tasks related to managing the daily and long-term financial and/or administrative operations of an organizational unit or an academic, research, and teaching department within a school or college.
• Makes recommendations on policies and guidelines for division/department activities.
• Controls all expenditures and statement of accounts to ensure regulatory compliance and fiscal integrity.
• Manages general appropriation, endowment, federal and non-federal grants and contracts, and gift funds.
• Develops, plans, and makes recommendations on special projects, which may include space allocations, staffing, equipment purchases, and long-range plans.
• Prepares operating and project budget drafts. Regularly explains financial concepts to non-financial employees.
• Monitors division/departmental budgets and resolves or recommends resolutions for any significant deviations from approved budgets.
• May conduct a variety of human resources activities including employment, labor relations, benefits, training, and classification for unit/department.
• May provide guidance to lower-level employees.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• Bachelor's degree in finance, business, or related field

Preferred

• Advanced degree in accounting or related field

WORK EXPERIENCE

Required

• 2 years of relevant experience

Preferred

• 3 years of non-profit and multi-fund accounting experience

LICENSES AND CERTIFICATES

Preferred

• CPA certification upon date of hire

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrated time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Seeks to acquire knowledge in area of specialty
• Highly thorough and dependable
• Demonstrates a high level of accuracy, even under pressure
• Intermediate understanding of technology; experience using electronic platforms to perform various tasks.
• Demonstrated experience solving problems with independent thought
• Proficiency in computer systems, including standard Office software; advanced Excel and database skills, including familiarity with complex formulas and Pivot Tables.
• Ability to use standard office equipment such as phone, fax, scanner, etc.
• Experience managing workflow's, processes, and/or data entry.
• Intermediate accounting skills; ability to spot obvious errors; ability to develop a budget.
• Demonstrated ability to interpret and apply concepts and policies to daily work functions.
• Ability to clearly present material and make it accessible to a variety of audiences.
• Ability to interpret financial documents from an accounting, policy, and practice perspective.

Preferred

• Understanding of nonprofit multi-fund accounting and donor/board restrictions
• Understanding of cash flow management, and budget construction and oversight; understanding of GAAP for nonprofit entities, journal entries, the trial balance, balance sheet, and statement of operations
• Understanding of nonprofit internal controls, audit processes, and tax return preparation
• Proficient Microsoft Excel skills including lookup functions and other formulas, tables and pivot tables
• Knowledge and advanced experience with content management systems and databases, financial tracking, and accounting software (e.g., Sage, Salesforce)
• Ability to multi-task and handle numerous projects at once as well as the ability to work independently
• Ability to be detail-oriented
• Proficient organizational skills, record management and financial management skills
• Verbal and written communication skills
• Thorough understanding of the Organization of American Historians and its finances.

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Bloomington, Indiana

Advertised Salary

$52,000 - $64,600 per year based on experience

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Career

FLSA: Exempt

Job Function: Finance

Job Family: Financial Administration
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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

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Telephone: 812-856-1234

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