Equal-Opportunity Employer: It is Brookings policy to provide equal employment opportunity for all of its employees and applicants without regard to their actual or perceived race, color, religion, sex, age, disability, national origin, ancestry, sexual orientation, marital status, personal appearance, citizenship status, family responsibilities, gender identity or expression, genetic information, matriculation, political affiliation, veteran status, or any other prohibited basis of discrimination as required by law.
Please note: This position is based in Brookings' Washington, DC office. In response to COVID-19, Brookings staff are temporarily teleworking. The person hired for this position must be willing to move to or currently reside in Washington DC, Maryland, or Northern Virginia by their date of hire.
Finance Administration (45%)
Reviews, prepares, processes, and maintains appropriate documentation for all non-routine expenditures, including reimbursement requests, requisitions, and invoices.
Reviews and monitors expenditures and revenues on a monthly basis, including internal charges; makes corrections as needed and maintains appropriate documentation
Serves as holder of GS purchase card; Maintains, reconciles, and processes transactions; ensures other p-card holders maintain appropriate documentation
Problem-solves payment and accounting issues as they arise; Monitors accounts payables and invoicing, ensures timely and accurate payment of invoices and contracts, following up with central accounting as necessary.
Serves as primary liaison with program, procurement, and accounting for all travel and expense reimbursements (TER)s and related questions; Reviews all TER submissions for accuracy and ensures expenses follow Brookings' policy; troubleshoots issues with relevant staff; trains staff on travel processes, policies, and procedures
Approves timesheets in the PeopleSoft system, ensuring appropriate charging within established budgets; provides staff training on submitting time, ensures approval of all delegate-submitted timesheets, and troubleshoots timesheet issues.
Maintains and updates the timesheet tracker with relevant project information to ensure alignment with available funding; communicates changes to staff; reconciles leave balances to tracker on a monthly basis
Maintains petty cash bank, including monthly reconciliation; reviews, approves, and fulfills petty cash requests
Supports the Finance Director in the preparation of financial presentations, reports, and other analysis and materials, as needed
Proposes ideas for increased efficiency in existing processes and implements ideas to improve upon existing procedures and structures.
Maintains electronic finance files, reviewing regularly for organization and archiving as necessary
Grants, Funding, and Proposals (40%)
In collaboration with GS staff, prepares proposal budgets and modifications in accordance with donor guidelines for review by Finance Director; uploads relevant information to proposal site
Maintains and updates monthly grant and project BTAs with latest financial data for monthly review with Finance; identifies and submits needed corrections for GS projects based on monthly review
Monitors grant milestones to ensure timely submission to funder, works with Finance Director to determine needed extensions or budget realignments, and coordinates any needed changes with program development staff; monitors and maintains accounts receivable
Performs monthly review of grant expenditures and grant budgets to ensure expenses are charted to the appropriate accounts, and in accordance with donor guidelines and budget flexibility limits; Notifies Finance Director with any concerns
In coordination with Grants Administration, prepares and reviews funder financial reports for Finance Director approval; ensuring accuracy of reporting and appropriate presentation;
Processes incoming grant and other revenue; sets up new projects in accounting system; maintains and ensures grant documentation files are organized and up to date; prepares pre-award spending requests; updates revenue tracker as revenue is received
Contributes to Institutional annual budget
Office and other Administrative Support (15%)
Works with GS Program Manager to update contract deliverables and payment tracker.
Works with GS Program Manager to ensure supplies remain well-stocked, that program facilities, equipment, and public areas are well-maintained and in working order, and that staff requests for assistance from other parts of Brookings are met promptly; works quickly to resolve issues.
Serves as a Program liaison to Information Technology Services (ITS): Troubleshoots issues, reviews and submits software requests, ensures that ITS requests are responded to promptly, participates in monthly ITS Liaison meetings.
Maintains electronic publication lists and works with GS Program Manager to update and maintain list of IT Assets.
Other administrative tasks and projects as assigned
Ready to make an impact? In this role, you will support Brookings values of collegiality, respect, inclusion, diversity and community, and bring the following qualifications:
Minimum bachelor's degree in business administration, accounting, finance, or related degree and 3 years of experience in finance or accounting required. Budget experience and/or familiarity with budgeting or accounting software a plus. Budget experience and familiarity with intermediate to advanced excel functions required. Must be authorized to work for any employer in the U.S.
Intermediate to advanced excel knowledge and comfort with and interest in learning new software/tools required. Knowledge of budgets and accounting principles required. Strong attention to detail; excellent organizational and creative problem-solving abilities; strong customer-service orientation; ability to work independently and complete tasks with minimal supervision; ability to plan for and foresee obstacles and manage multiple tasks, set priorities, and adjust to shifting priorities is required. Must be a mature, self-motivated team player who is flexible and capable of working in a fast-paced environment with shifting and competing priorities. Extreme honesty and discretion required, with the ability to appropriately handle confidential information.
Brookings requires that all applicants submit a cover letter and resume. Please attach your cover letter and resume as one document when you apply. Please note: if you have applied to more than one Brookings job opening you should add a position-specific cover letter as a separate attachment.
Successful completion of a background investigation is required for employment at Brookings.
Brookings welcomes and celebrates diversity in all its forms. We welcome applications that reflect a variety of backgrounds based on ideology, race, ethnicity, religion, gender, sexual orientation, gender identity or expression, disability, veteran status, first generation college goers, and other factors protected by law. Brookings is proud to be an equal-opportunity employer that is committed to promoting a diverse and inclusive workplace.