Accountant - Disbursements

Job Description

Job Description

Virginia Tech Foundation, Inc. (VTF) is a nonstock corporation established in 1948 for the sole purpose of managing the endowment and real estate portfolio of Virginia Tech, now valued at $3.4 billion. VTF exists and operates as a separate, independent entity with its own officers and governing board – managing, investing, and distributing private resources to advance Virginia Tech’s mission and its strategic priorities.

Position Summary:

Reporting to the Assistant Controller – Disbursements, this position exercises independent judgment in managing staff workflow, monitoring compliance with Foundation and University policies, and resolving complex disbursement, credit card, and reporting issues. The role is responsible for key compliance and control activities, including 1099 reporting, W-9 oversight, cash monitoring, reconciliations, required filings, maintaining documented procedures, and supporting audits. The Accountant - Disbursements collaborates with internal departments and external University offices, providing training, reporting, and operational support essential to the effective financial stewardship of Foundation funds.

Role & Responsibilities:

Process Virginia Tech payments from Foundation-controlled funds:

• Reconcile VT Clearing Fund for periodic billings from Virginia Tech Controller’s Office. 
• Research any fund cash deficits and coordinate with University departments to clear deficits with fund transfers or other means. 
• Process weekly University reimbursement for payment and manage associated communications with Virginia Tech Controller’s Office and Bursar’s Office. 
• Run VT Budget file biweekly for the University.
• Prepare timely quarterly reports to identify any policy or fund purpose exceptions and coordinate any required follow-up to address those. 

Documentation of Procedures:

• Prepare and maintain a Procedure Guide with detailed documentation for all elements of the Foundation’s accounting processes, subject to applicable management approvals. 

1099 Reporting and Reconciliations & the W-9 Solicitation:

• Maintain - and train others to use - the IRS TIN matching program.
• Review daily and monthly vouchers and accounts for 1099 reporting issues. 
• Assist as backup to the Senior Fiscal Technician on check runs, year-end processing of the actual 1099s, and record retention.
• Supervise and aid in the solicitation of W-9s for record retention.

Staff Support:

• Assign daily work to Fiscal Technicians and provide appropriate supervision and reviews. 
• Support the Assistant Controller-Disbursements and other departmental managers as needed or requested.
• Actively participate in departmental process improvement initiatives.

Credit Card Reconciliation and Transaction Entry:

• Enter and process corporate credit card transactions in the accounting system in accordance with established policies and procedures.
• If credit card receipts are not submitted within the established deadlines, record transactions to the clearing account code. When receipts are received, reclassify transactions to the correct account code. 
• Reconcile the credit card clearing account code on a regular basis. 
• Assist with maintaining accurate credit card payment records for audit support.

Fixed Asset Accounting Support:

• Maintain and update the Fixed Asset System (FAS), ensuring all asset additions, transfers, and disposals are accurately recorded.
• Assist with the depreciation upload to the accounting system.
• Assist with the fixed asset reconciliations.
• Assist with the preparation of fixed asset roll-forwards, reports, and other analysis.
• Assist with fixed asset inventory, including vintage property.
• Assist with construction in progress tracking and capitalization.
• Provide general audit support for fixed asset accounting.

Other Duties:

• Prepare and file Sales and Use Tax Report.
• Review CashPro wires and ACH payments.
• Initiate ACH vendor setups with Wells Fargo.
• Prepare quarterly Accounts Payable wires report. 
• Prepare annual Independent Contractor Report.
• Supervise or prepare the monthly list of payments to Foundation employees for Payroll reporting.
• Run weekly Incomplete Document Voucher Reporting.
• Coordinate VTF user training in financial systems when requested and assist IT with system testing of disbursement upgrades. Update VTF Faculty/Staff Modules as needed for Virginia Tech Fiscal Management university training.

Future

This position is currently structured around existing processes; however, responsibilities are expected to evolve significantly as technology enhancements and automation capabilities are implemented.

Qualifications:

• Fundamental knowledge of accounting and the accounting standards applicable to the organization (GAAP).
• Excellent interpersonal, communication, and organization skills.
• Exceptional attention to detail with the ability to audit, reconcile, and detect errors, inconsistencies, or discrepancies in data.
• Demonstrated experience in data analysis, using emerging technologies – including AI.
• Demonstrated experience with the proficient use of Microsoft Office.
• Bachelor’s degree in business or accounting or bachelor’s degree in an unrelated field with equivalent level of accounting training and experience.
• Active CPA license strongly preferred.
• Experience with nonprofit accounting preferred.
• Supervisory experience preferred.

Compensation

• $65,000-$70,000

Physical Requirements:

Light lifting (<20 lbs.)

Standing

Sitting

Bending

Moderate lifting (20-50 lbs.)

Lifting

Walking

Climbing

Heavy lifting (>50 lbs.)

Reaching