Accounting Coordinator - Geophysical Institute (GI)

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  • Job Number:523780
  • Classification:Fiscal Technician 3
  • Grade:Grade 77
  • Work type:Hybrid, On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Geophysical Institute
  • Location:Fairbanks
  • Categories: Business/Accounting/Finance, Office/Clerical

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. This position will be physically located at the UAF campus in Fairbanks, Alaska. While there may be a current opportunity for remote work, the successful finalist will be expected to report to duty at the UAF office no later than 60 days from written notice provided by the university. Applicants must be legally eligible for unrestricted employment to work in the U.S. No work visas will be sponsored for this position.


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
1-60Procurement/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
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

Geophysical Institute:

The Geophysical Institute is a research-driven organization at the University of Alaska Fairbanks. The university offers an attractive work environment and strong benefits including retirement and health insurance, generous leave policies, and tuition waivers for UAF courses. The Geophysical Institute is committed to equity, inclusion, and accountability and values the open sharing of different perspectives. We support a respectful and welcoming environment and a commitment to serving Alaska and Alaskans with strong applied science. Career growth and professional development are expected and encouraged.

Additional Department Information/Additional Position Information:

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, members from marginalized communities, individuals with disabilities, and veterans to apply.

Knowledge, Skills, Abilities: Professional office management skills and knowledge.

Knowledge of collection and refund procedures.

Knowledge of accounting systems and electronic spreadsheets.

Experience with Banner or similar program.

Working knowledge of grants and contracts; specifically Fund 1, Fund 3,and grant account reconciliation

Ability to interpret and apply fiscal and purchasing policies, rules and regulations.

Problem solving skills with the ability to research and resolve discrepancies.

Experience researching and compiling data and information to prepare reports.

Experience with cash handling and control procedures.

Ability to communicate effectively with tact, diplomacy, and international cultural sensitivity using strong oral and written language skills.

A pleasant and helpful disposition towards all faculty, staff, and visitors.

Ability to interpret and apply procurement and travel policies.

Knowledge of computer programs such as MS Word & Excel as well as the ability to utilize specialized software and databases to query and maintain data.

Organizational skills.

Ability to work independently, as well as team member. Ability to multi-task and prioritize.

The ability to maintain records proficiently.
Required Education or Training:

One year of college coursework in Accounting or related field and two years of relevant experience, or an equivalent combination of training and experience.

Typical Experience:Minimum of 12 months' experience with accounts receivable, accounts payable, cash management, experience with purchasing and reconciling account balance payments, experience in transaction monitoring and error resolution, and experience with accounting software platforms.

Salary Information:

This position is full-time, Grade 77, continuing, non-exempt, 12-month position complete with a competitive salary and UA employee benefits package. New hires will be placed on the UA staff salary schedule, based on education and experience.

Special Instructions to Applicants:

This position will be physically located at the UAF campus in Fairbanks, Alaska. While there may be a current opportunity for remote work, the successful finalist will be expected to report to duty at the UAF office no later than 30 days from written notice provided by the university.

Applicants must be legally eligible for unrestricted employment to work in the U.S. No work visas will be sponsored for this position.

Applications will be reviewed on a rolling basis until a successful candidate is identified.

Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified


If you need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-7357. 

Applicants needing a reasonable accommodation to participate in the application and screening process should contact the UA Human Resources office at 907-450-8200.

UAF COVID Requirements:

At this time, all university employees are strongly encouraged to vaccinate themselves against the COVID-19 virus. While the federal government is not actively enforcing its COVID-19 vaccine mandates, including its mandate requiring vaccination of federal contractor employees, UAF remains contractually obligated as a federal contractor to comply with those requirements should federal enforcement efforts recommence. As a result, UAF may adjust its vaccination requirements for covered UAF employees (currently Troth Yeddha’ campus and employees working in connection with certain federal contracts) at any time in the future, as needed, in order to comply with its contractual obligations.

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual:

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

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

If you need assistance applying to this posting, please contact GI - Office of Human Resources at 907-474-7357 or at 

Advertised: Alaskan Daylight Time
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