Staff Accountant

Rochester, NY


With minimum direction and latitude for initiative and independent judgment, performs professional accounting work in the Department of Environmental Medicine, a basic science research department, with over $14 million in sponsored research funding. Working closely with Research Program Manager and Senior Accountant, the staff accountant is part of a highly effective administrative team and will be directly responsible for the management and oversight of post-award sponsored research activities for a variety of accounts (research grants, foundation, institutional, endowment, etc.). Knowledge of and adherence to institutional and sponsor policies is a critical component in the management of sponsored research projects and is essential to the functional responsibilities of the Staff Accountant position. Excellent organizational skills a must in order to be proactive and meet deadlines.


30% Generate and review monthly Workday accounting reports. Using UR GEMS, reconcile charges showing on Workday reports with charges in URGEMS. Identify problems or errors and correct by processing a Journal Entry. After reconciling, prepare monthly URGEMS encumbrance reports of expenditures and balances, and prepare detailed spreadsheets and projection graphs as necessary. Analyze reports for accuracy, spending projections, salary efforts, reasonableness and adherence to agency guidelines. Combine Gems and Workday reports with graphs and send to Senior Accountant and Research Program Manager for their review. After their review is complete, send reports out to each PI. Work closely with PI and lab manager 2-3 months prior to account close to avoid deficits and/or overages. Maintain excellent communication lines with lab staff to ensure they send purchasing back-up in a timely manner. Input all purchase charges into URGems in order to obligate dollars on accounts. Ensure UR Gems is updated with new accounts and old ones ending. Update salary and distribution records for faculty, staff, graduate students and post-doctoral fellows.

15% As monthly ledgers are received, the ledgers for “pending/closed” should be sorted out and matched against the ROE for expected closeout entries and balances being zeroed out. Once zeroed out, pull all grant files and file in the “closed” accounts file. Maintain and update Excel chart of accounts and distribute to adminstrative staff on a frequent basis, as account numbers are issued and end.

25% Post award activities include managing the billing process for all subcontracts to appropriate grants. Maintain folders for each subcontract, making sure invoices are received on a timely basis, totals and balances are accurate, and follow up to ensure that invoices appear on ledgers correctly. Inform Research Program Manager if subcontractor is tardy in sending invoices. Manage P-Card purchases for faculty and staff, ensuring compliance with University policy regarding P-Card usage. Complete P-Card transactions by compiling the forms, i.e. invoices and packing slips, obtaining signoff from faculty. Assist the P Card Administrator with verifying monthly expenses via the P-Card website. Work with Senior Accountant to correct charges and/or budget dates showing on monthly Grant Out of Award reports via a Journal Entry. Audit and process Travel & Conference forms and purchasing vouchers for appropriate usage and compliance with University Finance policies and procedures. Serve as resource for lab staff regarding Procure-to-Pay purchasing system and general Purchasing policies to ensure University approved vendors are used.

15% Working with the Senior Research Grants Analyst, provide backup for preparing and submitting new grant proposals, competing renewals, and non-competing renewals for department faculty. Prepare required documents for each grant submission such as necessary salary information, faculty biosketches, other support information, documentation from subcontractors, etc. Prepare grant proposal using IORA (Integrated Online Research Administration, the University’s online grant system) and agency guidelines. Stay up-to-date with salary cap amounts, indirect rates & effective dates, and benefit rates. Work with PI, other key personnel and ORPA administrator to ensure timely and accurate submission. Provide information (effort report and available balances) for and/or prepare annual research progress reports using RPPR/NIH Commons.

10% Interact with faculty on processing service agreements for their laboratory equipment and blanket order renewals, verifying that the appropriate account is being charged. Process all telecommunications and internet drop requests. Review the monthly Telecommunications report for account accuracy. Order equipment, furniture, and office supplies for department. Provides backup for inputting of monthly, semi-monthly, and bi-weekly payroll, as needed due to staffing schedules.

5% Assist with conferences, symposia and retreats by corresponding with invited speakers, making travel arrangements, catering arrangements, meeting registrations, reserving lecture rooms, travel reimbursements for attendees and follow-up with speakers.

Other duties as assigned as department/Center needs arise.



Bachelor’s degree in Accounting, Business or related discipline and 1-2 years experience in a professional accounting setting or equivalent combination of education and experience. Able to take responsibility for multiple accounts in a complex granting structure and show initiative and independent thought in making decisions. Prefer someone with knowledge of University of Rochester policies and NIH grant application submissions, knowledge of University purchasing processes and policies, account payable processes, UR Financials, URGEMS, Procure-to-Pay (P2P) purchasing system, IORA and familiarity with HRMS payroll system.

Must have the ability to manage multiple activities under pressure and demonstrated ability to meet deadlines in a timely manner. Ability to interact with all levels of faculty and staff from other departments throughout the University as well as outside agencies. Must possess excellent and efficient communication skills. Attention to detail, motivation, and ability to work independently is a must. Must be able to demonstrate initiative and resourcefulness in managing priorities and take responsibility for accomplishing his/her own work while maintaining confidentiality of information.


CLASP certification – either upon hire or obtained within first 2 years of employment


Frequent interaction with research program manager, senior accountant, department chair, faculty, and staff, lab technicians, Accounts Payable, and Purchasing Departments. Frequent interaction with University staff from other departments and administration (e.g. Space Planning, Office of Research Accounting and Costing Standards [ORACS], and Office of Research and Project Administration [ORPA]).

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 22.02 - $ 30.82 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 Environmental Medicine
Schedule: 8 AM-4:30 PM

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