The Accounting Specialist is a critical support role within the University’s accounting department, responsible for maintaining and managing financial data, accounts, and providing essential clerical support. This position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Accounting Specialist will interact regularly with both internal and external stakeholders, providing customer service, processing financial transactions, and maintaining the integrity of the AIS (Accounting Information System) database.
Key Responsibilities:
AIS Account Management & Maintenance:
Create and update accounts within the AIS system, ensuring accuracy and compliance.
Update the DDU table in AIS (used in Banner) and manage account end dates, including journal entries to clear balances.
Process changes to accounts based on Fiscal Officer and Delegate modifications.
Review and code AIS access paperwork for assigning or changing employee access and process accordingly within the system.
Set up and manage user access to AIS, including periodic audits and deactivation based on termination dates.
Coordinate AIS training for users through Blackboard and conduct the annual AIS User Audit.
Maintain AIS documentation, including Attestation Statements, and ensure compliance with external auditors.
Vendor Payment Processing:
Process daily check and ACH payments, including running payment batches, printing checks, and distributing payment files to Carbondale and the bank.
Reconcile payment batches and ensure all records are accurate and up-to-date.
Payroll Processing:
Responsible for printing eight payrolls per month and handling payroll replacement checks as needed.
Transaction & Refund Processing:
Import and process Bursar refunds and Pcard transactions on a bi-weekly basis.
Customer Service & Clerical Support:
Greet and assist visitors to the department, addressing inquiries or directing them to appropriate staff members.
Answer phone calls and resolve issues or forward calls to the relevant personnel.
Receive and distribute incoming mail, ensuring timely and accurate handling of documents.
Schedule meetings, maintain conference room schedules, and coordinate meeting materials and attendee logistics.
Administrative Support for Executive Leadership:
Assist the Interim Associate Vice Chancellor (VC) for Budget and Finance with correspondence, memos, reports, and other administrative tasks.
Establish and maintain confidential personnel files for departmental staff.
Coordinate travel arrangements for the Interim VC, including accommodations and itineraries.
Prepare materials for meetings, manage scheduling, and ensure that meeting facilities are arranged.
Listserv and Database Maintenance:
Maintain multiple listservs for University Fiscal Officers and ensure the timely distribution of relevant information.
Additional Duties:
Participate in departmental search committees as needed, providing support during the hiring process.
Typical Qualifications
Minimum Qualifications:
High school diploma or equivalent.
Any one or combination totaling two (2) years (24 months) from the categories below:
Course work in accounting, as measured by the following conversion table or its proportional equivalent:
9 semester hours equals two (2) years (24 months)
Course work in any discipline as measured by the following conversion table or its proportional equivalent:
Illinois Residency Requirement: Pursuant to the State Universities Civil Service System, candidates must be a current Illinois resident.
Classification: State Universities Civil Service System Classification Number: 4651 – SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at: https://www.sucss.illinois.gov/pages/classspec/default.aspx.
Veterans: Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to the Guide for Veteran Document Verification.(Download PDF reader)
Pre-Employment Screening: External candidates receiving a job offer must undergo pre-employment screening, including a criminal background check. For safety sensitive positions, a drug screen will also be required.
Work Authorization Information: This position does not offer work authorization sponsorship. International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status. F-1 and J-1 visa holders must be enrolled full-time and can only apply for temporary part-time roles working 20 hours or less per week during spring and fall semesters, such as student worker positions, assistantships, and civil service extra help roles. SIUE is a state university, and it's important to highlight that benefits from state-sponsored plans may not be accessible to individuals on F1 or J1 visas.
Accommodation: If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at: careerinfo@siue.edu
Statement of Diversity: SIUE is an Equal Opportunity Employer committed to an inclusive and diverse workforce. We firmly believe in providing equal access and opportunity to individuals across all job titles. We will not discriminate against any person on the basis of race, national origin, ethnicity, color, religion, disability, age, marital status, sex, sexual orientation or veteran’s status.
SIUE cultivates an atmosphere of inclusivity, respect, and warmth that fosters learning and collaboration. Each member of our university community bears the responsibility of actively contributing to this enriching campus environment. We encourage individuals who are dedicated to upholding these values to apply.
We value your interest and look forward to reviewing your application. For questions or more information, please email careerinfo@siue.edu.
Agency: Southern Illinois University - Edwardsville
Address: 1040 Rendleman Hall Edwardsville, Illinois, 62026
Website: https://www.siue.edu/
Benefits:
SIUE offers an exceptional array of benefits to all full-time and part-time employees (50% or more receive benefits accrued at the percentage of appointment) including:
Medical, dental, and vision insurance;
University tuition waivers (full-time receive 100% waiver of tuition)
Life insurance;
SURS retirement plan;
Supplemental retirement savings plans;
Paid vacation and sick leave accrual;
Generous holiday schedule/paid holidays;
WorkLife programs;
Employee Assistance Program (mental health and wellness);
Employee discounts (local and national retailers);
Questions: 01The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.
Yes, I understand and agree
No, I do not agree
02Are you legally authorized to work in the United States without sponsorship?
Yes
No
03Do you possess the necessary experience as stated in the Minimum Qualifications?
Yes
No
04Which statement below best describes the highest level of education you have completed?
High school graduate, diploma or the equivalent (GED)
