Assistant Controller of Grants & Financial Reporting

Job Title

Manage the University's Restricted Funds accounts

Job Description

Manage the University's Restricted Funds accounts Participate in pre- and post-award meetings. Prepare invoices/billings and collects funds for the support of restricted fund expenditures. Deposit funds received from funding agency Coordinate with key personnel at all levels of the institution to support proper and timely expenditure of grant funds in compliance with applicable guidelines and budget deadlines. Assist in the computation, preparation, and submission of indirect cost rate. Prepare and/or assist in the preparation of all applicable fiscal reports for sponsored programs e.g., Schedule of Federal Awards Expenditures (SEFA). Compile year-end reports, work papers, and analysis necessary for grant audits. Monitor charges to sponsored programs for reasonableness and compliance with applicable policies and procedures. Reconcile grant receivables and indirect cost revenue Prepare and submit new budgets and budget amendments to the Budget Office for grants Review and approve financial data in grant proposals and contracts; meet with new principal investigators (PIs) for orientation; submit requests for set up of grant accounts and cost share accounts in PeopleSoft. Maintain grant fiscal records. Works with the Office of Sponsored Research to prepare time and effort reporting Manage Foundation Accounting on behalf of the University Work with the campus Foundations to set up project ID for foundation funds utilized by the university for expenses. Approve transactions to be billed to the foundations. Prepare and submit monthly invoices to the Foundations. Work with the foundations to improve processes as needed. Maintain University's Tax Compliance Monitor unrelated business income (UBI) activity throughout the fiscal year Estimate and submit payment request for estimated UBI tax (UBIT) on a quarterly basis Prepare UBIT tax return yearly Prepare estimated nonresident alien tax payments per semester and submit request for payment Create and maintain nonresident alien profiles in Glacier tax software Prepare forms 1042-S and distribute to internationals on a yearly basis Prepare form 1042 tax return and file with the IRS Assist students with access to Sprintax to prepare annual form 1040NR/1040NR-EZ Perform other tax related activities as assigned Perform General Accounting Functions Complete monthly reconciliations of assigned general ledger accounts in a timely manner Review and approve reconciliations prepared by other staff Manage, prepare, and complete month-end close-out and checklist tasks Prepare and submit monthly and year end journal entries Performs analysis of various accounts assigned Review trial balance to ensure accounts balances are appropriate. Prepare quarterly and special financial reports as assigned by the Assistant Vice President and/or Director of Accounting. Assist the Assistant Vice President and Director of Accounting in preparing annual financial and special reports. Other Related Job Duties Assist accounting team with gathering support for audit engagement and internal/external requests Write new and update existing desktop procedures Communicate staffing and process changes to university community Participate in the ongoing review of process issues and work to identify and implement solutions Identify and implement process improvements Assist in ad hoc projects as assigned Perform other job-related duties as assigned Assist in campus training sessions Serve as backup for team members Note: the above job description is not intended to be an all-inclusive list of duties and standards of this position. Incumbents will follow any other instructions and perform any other related duties as assigned by supervisor.

Required Qualifications

Bachelor's degree in accounting (preferred), Finance, Business Administration, or another related field. Minimum of three years of experience with PeopleSoft Financials or other similar financial reporting software.

Knowledge, Skills, & Abilities

Knowledge of standard accounts payable policies, procedures, and regulations. Knowledge of mathematics. Intermediate proficiency in Microsoft suite with a strong emphasis on Excel and Word Ability to process computer data and to format and generate reports. Ability to utilize an automated accounting system. Ability to understand and interpret vendor invoices, statements, and other requests for payment. Ability to analyze and solve problems. Strong communication and interpersonal skills. Strong written and oral communication skills Accurate with a strong attention to detail Basic data entry and/or word processing skills. Knowledge of purchase orders and related accounts payable documentation. Ability to effectively communicate accounting information, policies, and /or procedures in a manner easily understood by customers. Ability to maintain confidentiality of records and information. Ability to use independent judgment and to manage and impart confidential information. Ability to calculate numbers, correct entries, and post to records. Provide quality customer service. Ability to stand or sit continuously to perform essential job functions. Ability to work independently under very limited supervision. Ability to work as a team member and foster a cooperative work environment. Ability to work in a fast-paced environment.

Institutional Values

Clayton State University will have a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Our statement of core values is adaptability, collaboration, excellence, integrity, and people-centered. Each Clayton State University community member is responsible for demonstrating and upholding these standards. More details on Clayton State's Statement of Core Values and Code of Conduct can be found online at and

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by Clayton State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug and alcohol screening. Candidate must disclose potential, actual, or apparent conflicts of interest in compliance. Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Equal opportunity and decisions based on merit are fundamental values of Clayton State University and the University System of Georgia (USG). Clayton State University prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any Clayton State University program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Other Information

Physical Demands: May spend long hours sitting and using office equipment and computers. May occasionally lift and move objects weighing up to 25 pounds. May be required to work beyond 40 hours per week during peak times.

Clery Disclosure

This position may be considered a Campus Security Authority, CSA. A Campus Security Authority is a Clery-specific term that encompasses certain departments, groups, and individual employees who have a duty to report crimes they become aware of, as defined by the Clery Act.