Accounting Assistant - NRES

Accounting Assistant- Natural Resources and Environmental Sciences

College of ACES

University of Illinois Urbana-Champaign

WE TRANSFORM LIVES.

Everything we do is designed to improve the quality of life of the people in the state of Illinois, across the nation, and around the world. We discover, develop, translate, and disseminate knowledge to address societal concerns and train the next generation of experts and leaders in a way that empowers them to expand the boundaries of science to higher levels of understanding and influence.

Be a part of our story.

The Accounting Assistant will be responsible for supporting the business/financial processes and policies within the Department of NRES.

MAJOR DUTIES AND RESPONSIBILITIES

Accounting/Financial Analysis/Procurement

· Manage the creation and termination of CFOPs with University Accounting and Financial Reporting.

· Coordinate the processing of gifts in collaboration with the University of Illinois Foundation and the ACES Office of Advancement.

· Oversee the financial activity within all Banner account statements, departmental account reconciliations and related accounting and financial reports for multiple funding sources including State, ICR, service, federal, grant/contract, and gift accounts to ensure accuracy and compliance with campus, college, and departmental policies and procedures.

· Serve as an expert advisor to NRES end users on procurement, payment request procedures, special requests, accounting structures, and related University policies.

· Approve and manage all purchasing and payable functions (iBuy, Emburse) including standing and departmental purchase orders. Evaluate these transactions for budget availability and appropriateness.

· Advise end users about departmental contracts (facilities use, technical testing, and revenue generating agreements) and manage them using the Contracts+ system.

· Create and monitor new activity service rates working with the campus Office of Government Costing and/or University Accounting and Financial Reporting.

· Process invoicing through the General Accounts Receivable system in Banner for revenue-generating activities for both on-campus and off-campus customers.

· Approve NRES appointment requests and process labor re-distributions in Banner.

· Create special reports as requested by the department (examples: closeout summaries for State and federal fiscal year-end; specific College report requests).

· Assist the Assistant Head, Business and Strategic Planning, in the evaluation, implementation, and operation of automated accounting systems including spreadsheets and/or databases. Serve as a training resource for these systems.

Sponsored Research Accounting

· Monitor grant termination dates to ensure accurate and timely closeout of funding per Sponsored Programs Administrations guidelines.

· Serve as a resource for project principal investigators for expenditure allowability based on the funding sponsor guidelines.

· Approve sub award invoices after reviewing them for compliance and funding availability.

· Provide requested reports for project principal investigators upon request such as expense forecasts, personnel expense projections, etc.

· Coordinate processing of subaward invoices working with the project principal investigator to ensure accuracy of invoice and budget availability.

· Serve as back-up for grant proposal submissions.

Records Retention

· Manage the financial records filing system ensuring all records are maintained in accurate order and are easily accessible for review.

· Outline and manage the retention of NRES financial records.

· Manage the transfer and tracking of financial records to intermediate storage. Request and execute the disposal of financial records in accordance with University regulations.

· Other duties as assigned.

POSITION REQUIREMENTS & QUALIFICATIONS

• High school diploma or equivalent.
• Any one or combination totaling one (1) year (12 months) from the categories below:

A. Course work in accounting, as measured by the following conversion table or its proportional equivalent:

• 6 semester hours equals one (1) year (12 months)

B. Course work in any discipline as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)

C. Work experience in bookkeeping, office support, or closely related experience.

Preferred

Possess or have ability to immediately obtain

• Business Administrator Certification Program
• Illini Certified Research Administrator
• Travel Card Certification
• Purchasing Card Certification
• JV Processing Certification
• Accounts Receivable Processing
• Cash Handling
• Service Activity Advanced

Knowledge, Skills, and Abilities

• Knowledge of the application of basic bookkeeping methods and procedures.
• Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, managing files and records, and other office procedures.
• Skill in critical thinking.
• Skill in time management.
• Ability to communicate effectively as appropriate for the needs of the audience.
• Ability to compare numbers and detect errors efficiently.
• Ability to compile complex financial information.
• Ability to make computations with speed and accuracy.
• Ability to work independently and exercise good judgment.
• Ability to make decisions in accordance with university and departmental policies, rules, and regulations.

SALARY AND APPOINTMENT DETAILS

This is a full-time 100% Civil Service 3851 -Accounting Assistant position. The expected start date is as soon as possible after the close of the search. The budgeted salary for this position is $40,913.08. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

Employees hired into this position are expected to work on-site at the University of Illinois Urbana-Champaign campus on a full-time basis. Sponsorship for work authorization is not available for this position.

For more information on Civil Service classifications, please visit the SUCSS website at https://www.sucss.illinois.gov/pages/classspec/default.aspx .

Out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position. Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

To be considered as a transfer candidate, you must apply for this position. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment.

APPLICATON PROCEDURES

Apply for this position using the Apply Now button at the top or bottom of the posting on https://jobs.illinois.edu and upload your cover letter, resume, and contact information for three references. To ensure full consideration, applications should be received by 6:00 pm (CST) on July 27, 2026 . All requested information must be submitted via the online system for your application to be considered. Please ensure your resume highlights your qualifications/experience for this position. This may include professional, academic, volunteer, or other applicable experience that aligns with the responsibilities and requirements of this role. For further information, please contact Kelli Wendt via e-mail at kwendt@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

At the University of Illinois Urbana-Champaign - the state’s flagship public university and one of the world’s leading research institutions - every staff member helps shape what’s next. Founded in 1867, Illinois is home to a vibrant community of 59,000 students from all 50 states and 129 countries, supported by 15 colleges and instructional units, more than 20 research institutes, and one of the most comprehensive student service ecosystems in the nation. Whether you’re empowering first-generation students, fueling breakthrough innovation, or strengthening communities across Illinois and beyond, your work here has a far-reaching and deeply meaningful impact. The university offers a highly competitive benefits package designed to support your well-being, growth, and financial security. Join a top 10 public university that has launched over 330 startups and continues to redefine excellence - where the Illinois Value Proposition ensures that your contributions are recognized, your potential is nurtured, and your career can thrive.

Champaign-Urbana

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify .

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .

Requisition ID : 1037167 Job Category : Staff

Apply at: https://jobs.illinois.edu