GI - Accounting Coordinator

Apply now Job no: 508730
Classification:Fiscal Technician 3
Grade:Grade 77
Work type:Staff Full-time
Administrative Unit:University of Alaska Fairbanks
School/Business unit:Geophysical Institute
Location: Fairbanks
Categories: Business/Accounting/Finance, Office/Clerical, Other

Position Summary:

Now is your opportunity to join the Geophysical Institute (GI) Business Office team providing direct support to the research mission of the University of Alaska Fairbanks. The GI Business Office seeks an energetic individual who works well with others in achieving our goal of a cheerful, welcoming, helpful atmosphere while providing a variety of fiscal related services to researchers, graduate students, and staff.


10Accounting: -Prepare monthly JVs (service center activity, stock withdrawals, motor pool, enterprise offset, tuition waiver, compliance, work order mismatch, etc.) & ad hoc special request journal vouchers (overrun, JPAYs, correcting entries, etc.) ensuring appropriate signature authority & supporting documentation. -Responsible for creating GI JV feed files for direct processing to Banner. -Create & key to Banner (PHAREDs) labor redistributions for labor corrections ensuring appropriate signature authority & supporting documentation. -Data entry for GI award setups to Banner FRAGRNT & FRABUDP. -Assist with award close-out process & destruction. -Maintain JV, LR, & contract/award file system including activity, closed, & pending destroy file cabinets (including OnBase submittal).Essential
10Cash Receipts & Accounts Receivable (A/R): -Responsible for cash receipts, bank deposits & deposit transfers for entry to the general ledger on the Banner system, processing of credit card payments, A/R logging & tracking, & invoice preparation. -Research incoming A/R to ensure receipt to appropriate fund/org/account code. -Maintain & reconcile GI A/R log & A/R file retrieval system. -Initiate dunning/follow-up contact for outstanding receivables & correcting entries to A/R''s 0288 balance sheet account. -Assist in EDEP account reconciliations & process correcting journal vouchers (JVs). -Responsible for the safety of cash, checks, bank deposits, and custodial ProCards.Essential
5Effort Certification Statements & Reports: -Coordinate GI''s effort certification statements - print, collect, obtain signatures & submit GI''s effort certification statements (Jan-May-Aug) to OGCA (and/or OnBase submittal).Essential
5GI Research Facility Utilities - -Prepare Annual utility encumbrances. -Complete monthly utility invoice processing.Essential
5Grant/Contract & A/R Billing: -Assists in the processing of monthly billings & attaching backup documents. -Generate manual bills as needed & Misc A/R billing. -Resolves monthly entries posted to the recharge (173112) that post without a GI work order number. -Maintains a log to track outgoing bills, incoming receivables & prepare monthly aging reports. -Initiates 30-60-90 dunning letters to funding agency & follow-up contact on GI''s outstanding (or aged) bills as necessary to ensure timely payment. -Ensure billing compliance & accurate mailing to funding sources. -Work with GI Financial Manager & funding agencies to research & respond to billing inquiries.Essential
5Travel Duties: GI utilizes SNRES'' Shared Travel Services to process the majority of GI''s travel documentation TAs & TERs. -Work with Shared Travel Services to resolve travel processing problems & issues to expedite travel encumbrance & reimbursements. -Act as travel liaison between GI traveler & Shared Travel Services & answer travel questions regarding processing. -Occasionally process TAs & TERs ensuring they are complete, accurate, have the appropriate authorizing signatures, supporting documentation, & comply with UA travel regulations & grant/contract requirements. -Verify funds are available & identified by travel budget line item in grant/contract awards. -Encumber travel costs accurately onto Banner system. -Utilize GI TravelCard to authorize travel payments, including logging activity onto centralized business office TravelCard log, process weekly entries accurately & timely, submit statement reconciliations in a timely manner to approving official, & process TravelCard journal vouchers to clear default travel fund & correct travel entries. -Ensure appropriate signature authorizations are present on all travel documentation prior to processing by TravelCard or to Banner.Essential
60Procurement/ProCard: -Responsible for keying of purchase requisitions & ProCard purchases. -Ensure authority & compliance with UA procurement regulations & funding agency guidelines. -Enter call numbers, requisitions, & encumbrances on Banner. -Provide verification of funds availability & grant/contract compliance. -Work with requesting PI to ensure all support documentation is accurate & in place to expedite procurement. -Liaise with PIs, Grant Fiscal Officers, & Procurement to ensure that procurements are finalized in a timely manner. -Monitor individual & GI custodial ProCards including logging activity onto centralized business office ProCard log. -Review monthly cardholder transactions to ensure proper accounting and approvals. -Process weekly entries accurately & timely, submits monthly statement reconciliations to approving official. -Ensures appropriate signature authorizations are present on all purchases prior to processing by ProCard or to Banner. -Effectively communicates with UAF Procurement and Office of Grants & Contracts Administration (OGCA). -Act as backup for GI Property Officer and/or GI Buyer.Essential

An act of Congress established the Geophysical Institute (GI) in 1946. Since that time, the institute has earned an international reputation for studying Earth and its physical environments at high latitudes. The institute now consists of seven major research units and many research support facilities. The research units include space physics and aeronomy; atmospheric sciences; snow, ice, and permafrost; seismology; volcanology; remote sensing; and tectonics and sedimentation.  The institute is also home to numerous facilities related to our research focus including the Alaska Satellite Facility, Poker Flat Research Range, Alaska Earthquake Center, Alaska Volcano Observatory, Alaska Center for Unmanned Aircraft Systems Integration, Geographic Information Network of Alaska, and Alaska Climate Research Center.  Design Services, Instrument Development Services, Research Computing Systems and the Mather Library complement the research facilities, as do the talented support staff with their expert services in human resources, proposal preparation, business, outreach and public information.

Today there are 257 faculty and staff and 83 graduate and undergraduate students working at the GI and an annual budget of roughly $43 million.  The role of the GI Business Office Fiscal Technician is to provide procurement and other fiscal related services to faculty, students, and staff to help facilitate research activity.  The position requires a high degree of attention to detail in observance of Federal, State, and University of Alaska guidance and regulations.

As a public, regional, comprehensive university, UAF is committed to building a culturally diverse and inclusive organization and strongly encourages women, minorities, individuals with disabilities, and veterans to apply.  

Salary Information:

This position is a full-time, non-exempt, term-funded, Grade 77 ($21.59/hour) with salary commensurate with experience.

Application  Process:

To apply for this position, please provide a cover letter, resume, and contact information for three professional references with your application.  

The review of this posting will start on 2/21/2018, at 11:55 PM Alaska Time. Applications received after this date might not be reviewed unless qualified applicants are not identified. This posting will be closed once the position is filled.

If you need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-5880. Applicants needing reasonable accommodation to participate in the application and screening process should contact the UAF Human Resources office at 907-474-7700.

Background Check:

The successful applicant is required to complete a background check.  Any offer of employment is contingent on the background check.

Non-Represented Staff (Probationary Period):

Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment.   During the probationary period, employment may be terminated for no reason or any reason.  Promoted employees also serve a probationary period with limited rights of retreat.

Training Policy:

It is the policy of the University of Alaska Fairbanks that all employees are required to attend training to meet the requirements of the positions they hold and to complete the required training within a specified period of time to remain employed at UAF.  The policy can be located at

Tobacco-Free Campus:

UAF Campus is a tobacco-free campus.  For more information, please go to

Notice of Nondiscrimination:

The University of Alaska is an affirmative action/equal opportunity employer and educational institution. The University of Alaska does not discriminate on the basis of race, religion, color, national origin, citizenship, age, sex, physical or mental disability, status as a protected veteran, marital status, changes in marital status, pregnancy, childbirth or related medical conditions, parenthood, sexual orientation, gender identity, political affiliation or belief, genetic information, or other legally protected status. The University's commitment to nondiscrimination, including against sex discrimination, applies to students, employees, and applicants for admission and employment. Contact information, applicable laws, and complaint procedures are included on UA's statement of nondiscrimination available at

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