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Travel and Accounting Assistant
Job ID #: 12339 Location: Newport News, VA
Functional Area: Accounting Division: CFO Div Summary
Position Type: Regular Education Required: High School Diploma
Experience Required: 2+ years Relocation Provided: No



Please note that all JSA/Jefferson Lab employees are required to be vaccinated against COVID-19. All successful hires will be required to provide their COVID-19 vaccination verification as a condition of employment, subject to limited legally recognized exemptions to COVID-19 vaccination.


POSITION POSTED: SEPTEMBER 27, 2021
SALARY RANGE: $32,900 - $44,700 (A/S II)

You ‘matter’ to us! Our diverse team at Jefferson Lab includes more than 700 people, comprising physicists, engineers, computer professionals, technicians and more. From probing the basic building blocks of matter to performing advanced computing and applied research, we are on the leading edge of science and technology. If you are looking for a great job in a unique place where your contributions truly matter, consider Jefferson Lab!

We are currently seeking a Travel and Accounting Assistant..

Under the general direction of the Sr. Staff Accountant/Travel Supervisor, the incumbent will perform travel related duties that are in compliance with the JLab Travel Policies and in general with the Federal Travel Regulations (Chapter 301 and 302). This individual will also perform general ledger, billing, and general administrative duties.

Essential Functions:

1) Travel

  • Administer the internal travel email account to ensure efficient attention to travel activities,
  • Maintain Travel Incident Log, Audit Travel Expense Reports for accuracy and policy compliance,
  • Perform high quality work compiling, validating, and entering company paid, direct bill, transactions into Costpoint,
  • Prepare third-party travel invoices,
  • Validate open Travel Authorizations for archiving purposes,
  • Dispense Travel Checks,Expense Report and File Accounts Payable Travel vouchers
  • Backup Travel Staff in preparing registration fees and travel advance payment requests,

2) General Ledger

  • Write, key, and edit General Ledger journal entries into Costpoint,
  • File month end financial reports according to established records retention procedures,
  • Prepare cover letters for DOE deliverables,
  • Identify, report, and track Improper Payments in log,
  • Pull audit documentation for internal and external audits,

3) Billing, Accounts Receivable and Accounts Payable

  • Serve as a backup in preparing invoices, statements for WFO, CRADA, & Site Office expenditures reports,
  • Research receipts, prepare vouchers, key vouchers, audit reports as needed,

5) Other duties

  • Perform system testing for Costpoint and Travel System upgrades,
  • Provide courteous and efficient customer service to the lab community, customers, and vendors,
  • Handle personnel, customer, and vendor information in a confidential manner,
  • Maintain an environmentally sound and safe workplace for self and visitors in areas of responsibility. Report any unsafe conditions to the Sr. Staff Accountant/Travel Supervisor for corrective action(s) that exceed your personal ability to correct.

 



Education and Experience:

  • High school graduate or equivalent combination of education, experience, and specific training,
  • Minimum of two years’ experience working in the accounting (A/P, A/R, G/L, Travel) field,
  • Experience with integrated project driven accounting systems such as Costpoint in a Federal Government or Government contractor environment a plus

Knowledge, Skills and Abilities:
  • Familiar with the Federal Travel Regulations to ensure compliance with approval processes, expense allocation, and audit requirements.
  • Working knowledge of the travel accounting software.
  • Good working knowledge of accounting ( A/P, A/R, G/L, & Travel) practices and theory,
  • Demonstrated verbal/written communications, problems solving, calculator, and keyboard skills.
  • Ability to maintain and promote a positive attitude in a demanding work environment
  • Working knowledge of accounts payable practices and theory,
  • Strong problem solving and math skills,
  • Strong verbal and written communication skills,
  • Good decision-making and conflict resolution skills,
  • Strong organizational, coordination, analytical skills
  • Be organized, detail oriented, and possess the ability to work with diverse individuals, and promote teamwork,
  • Fluent in Microsoft Office Word, Excel, and email platforms like Microsoft Office a must.
  • Knowledge of the Federal Travel Regulations a plus.

 



• Ability to comprehend and follow instructions
• Ability to compose letters, outlines, memoranda, reports and other documents
• Ability to understand, remember, and communicate information and make decisions
• Ability to concentrate on details and detect errors
• Ability to prioritize and complete multiple tasks



• Ability to traverse across various locations on the laboratory site and access work areas
• Ability to work at a computer workstation for extended periods
• Ability to lift up to 10 pounds frequently and 25 pounds occasionally
• Ability to open files and cabinet drawers, stoop and bend
• Visual capabilities sufficient to use computer workstations, read documents and see safety alarms
• Auditory capabilities to hear safety alarms

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to employment@jlab.org or call (757) 269-7598 to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis.

Employment with JSA is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.

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