Administrative Assistant for Resident Accounts and Finance Support VI

Summary of Work Activities and Responsibilities:

The Administrative Assistant for Resident Accounts and Finance Support VI provides support in ensuring the financial integrity and operational efficiency of the University Residence Halls by monitoring compliance with accounting procedures, and managing accounts payable, inventory, and financial documentation to ensure that the URH remains compliant with University and government policies.

Main Duties and Responsibilities:

I. Internal Controls Support

Ensures accuracy of resident accounts, payables, and financial processes in support of minimizing operational risks

Reviews and reconciles URH Masterlist vis-à-vis the AISIS and Central Accounting Office lodging fee records every school term, and provides recommendations for discrepancies

Reviews and reconciles daily operational and financial transactions to ensure accuracy of accounting records for transient bookings and guest transactions

Reviews documents for cash advances, reimbursements, refunds, petty cash replenishments, liquidations, and URH payments

Assists in the evaluation of the economy, efficiency, and effectiveness of operations by providing data and inputs to support management review

Checks and monitors the compliance of transactions with University policies and recommends corrective/ preventive measures based on findings

Assists in the review of policies, procedures, and internal control systems to ensure compliance with University policies

Assists the Director in reviewing policies and processes to ensure alignment with University policies and government laws and regulations

​​​​​​​ II. Accounting, Compliance, and Financial Management

Assists in reviewing fiscal policies and procedures, collection data, and billing information to support compliance with accounting and University standards, and coordinates with concerned offices

Reviews budget vis-à-vis actual expenditures of the Ateneo Resident Students Association, and raises any concerns or variances to designated representatives

III. Accounts Payable Management

Serves as the Unit’s Reviewer/Approver I for the CAO Payment System and Electronic Purchase Requisitions by reviewing vendor invoices and payment/purchase orders prior to the approval of the Director

Maintains proper documentation to support audit and compliance requirements

IV. Inventory Management

Maintains accurate asset and inventory registers, including acquisition dates, costs, and depreciation schedules

Monitors and reconciles inventory balances by tracking, verifying, and conducting periodic reviews to prevent loss or discrepancies

Coordinates with the CAO and Central Purchasing Office in monitoring and reporting asset values, and in calculating and ensuring proper application of depreciation and inventory policies

​​​​​​​ V. Office Management Support

Attends to visitors and screens relevant inquiries and requests received through various communication channels

Drafts letters, memoranda, and other communications related to URH financial matters

Coordinates with designated personnel and supports in the planning and implementation of URH-initiated and University-wide events and programs

VI. Performs other duties as may be required by the immediate supervisor or authorized representatives

Education and Experience Requirements:

Bachelor's degree in Accounting, Finance, or Business Administration

At least 1 year of relevant work experience in finance, accounting, and audit/internal controls

With knowledge of financial reporting and analysis and compliance regulations