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Accounting Assistant II | Administrative Assistant for Science & Policy

Accounting Assistant II 


Performs a variety of office/accounting duties (primarily Accounts Payable) to process and maintain accounting records both manually and by computer as part of a busy accounting/administrative team.

Purchasing/AP Oracle based

Payment Requests: Prepares payment requests for vendor payments, including new vendor setup, determining account coding and verifying documentation. Reconcile to vendor supplied paper statements and online. Submit for review to approver. Copy and file documentation. Copy/scan and file all documentation.

New vendor setup: Collect information from vendor, enter into Oracle system for approval. Fax forms to AP in Cambridge. Maintain W-9 files

Reimbursements: Enter into Oracle Web Reimbursement system. Submit for review by approver. Copy/scan and file all documentation. Manually keys information into various spreadsheets to update activity such as the Prospect Hill Electric spreadsheet, Prospect Hill Propane spreadsheet. On-line monitoring of National Grid, Exxon Mobil and other time sensitive vendors. Monitors outstanding check letters and Escheat Due diligence Report. Provide electric meter reading sheet to Woods Crew each month.

Administrative support: Must be an engaging, team player on administrative staff. Back up for receptionist, answer questions from staff, visitors and vendors by phone, email and in person.


Basic: High school graduate or equivalent required.

Additional: Excellent organizational and interpersonal skills required. Attention to detail, accuracy and excellent Excel skills are essential. Two or more years of course work or experience in Accounting or business-related experience preferred. Experience with Oracle systems as well as knowledge of Harvard's financial applications a plus.

Compensation and Application Process

Competitive salary and excellent benefits. To learn more about working at Harvard and to apply, please visit www.employment.harvard.edu/ (Requisition 32300BR). All applicants who wish to be considered must submit a cover letter, resume and contact information for three references with their application. Applications will be accepted until position filled. Person to start as soon as possible.

Administrative Assistant for the Science & Policy Project at the Harvard Forest

Term: 1-year term with potential extension depending on funding.

Handle logistics and materials for multiple meetings and workshops
Help organize fundraising trips
Develop and maintain contact database for project outreach
Organize interviews and survey results for various projects
Coordinate budget tracking and preparation and submission of grant reports
Update program website.

Highly organized
Able to multi- task and work well with others in quick-paced environment 
Professional and pleasant phone manner
Event planning experience and strong secretarial skills required 
Proficiency in Word, Excel, and Powerpoint a must
Familiarity with InDesign and Drupal or other website software a plus 
BA with interest in environmental issues preferred

15-17 hours per week, flexible schedule. $20/hour. No benefits.
To apply send cover letter and resume to hfapps@fas.harvard.edu.