Accounting & Payroll Assistant, Graylyn Conference Center

External Applicants :

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents :

Navigate to the "My Experience" application page.

Locate the "Resume / CV" document upload section at the bottom of the page.

Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note : The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees :

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A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

Working under general supervision provides clerical and administrative support and assistance for multiple managers and staff. The primary focus is to assist with accounts payable, accounts receivable, payroll submission, sales contract administration, and clerical processes for the accounting office and human resource duties.

Job Description

Essential Functions :

Coordinates the Accounts Payable process. Opens mail, and matches invoices with purchase orders. Records AP invoices, amount, and expense coding according to University protocol, and reports month-end accruals. Reconcile month-end vendor statements and contract vendors for missing invoices or discrepancies. Copies and files all AP invoices.

Maintain, edit, and submit bi-weekly payroll records for non-exempt employees, including PTO, missed punches, etc. Distributes paychecks if needed.

Generates Daily, Weekly, and Monthly payroll-related reports out of the Payroll System to Graylyn Management, as needed and required.

Assists Management with monthly reports and Journal entry preparation.

Provides clerical assistance / support to all areas of the Accounting Office. Assists with Accounts Receivable process, including invoicing and filing of Accounts Receivable invoices and related documents (BEO / Coordination Sheets, Change Sheets, Folios, Contracts, etc.).

Posts and maintains a monthly record of internal Accounts Receivable payments from the Reynolda Campus.

Provides clerical assistance to Human Resources H-R Partner in a limited capacity, including preparation for Employee Awards programs / parties, tracking of employees recognized on guest comment cards, ordering name tags, ordering flowers, etc.

Maintains existing daily, weekly, and monthly spreadsheets for ongoing information reviews by the Manager of Finance and General Manager.

Responsible for basic office functions such as copying, collating, filing, and composing correspondence, and faxing; purging, boxing, and coordinating moving / storage of purged files / documents.

Assists with the sales contract process including original documentation, changes, and final signature of the contract.

Assist with client group billing and routing in the reservation process.

Required Education, Knowledge, Skills, Abilities :

High school graduate with specialized training plus two years of experience directly related to the duties and responsibilities specified or an equivalent combination of education and experience.

Preferred Education, Knowledge, Skills, Abilities :

General knowledge of office management techniques.

Excellent interpersonal, communication skills (oral and written), and organizational skills required.

Ability to manage multiple tasks with flexibility, patience, and attention to detail.

Ability to prioritize workload, organize workflow, and coordinate activities, including follow-up.

Ability to work with numbers and spreadsheets.

Ability to alphabetize and file accurately.

Proficiency in Microsoft Word, Excel, the Internet, and other relevant software; accurate typing skills.

Knowledge of timekeeping software.

Ability to analyze and interpret policy and procedural questions.

Ability to interact with guests and staff professionally and courteously.

Ability to hold sensitive information confidential.

Ability to work well independently.

Accountabilities :

Responsible for own work.

Works with general supervision.

Reports to the Director of Finance.

Responsible for meeting deadlines.

Responsible for producing periodic reports promptly.

Solves problems associated with overseeing daily activities for the administrative office.

Physical Requirements :

Sedentary work.

Talking, hearing, repetitive motions.

Close visual acuity.

Environmental Conditions :

Not substantially exposed to adverse environmental conditions.

Additional Job Description

Time Type Requirement

Full time Note to Applicant :

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his / her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.