Financial Associate at Harvard University

Posted in Accounting 16 days ago.

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Location: Cambridge, Massachusetts

Job Description:
Duties & Responsibilities

This position fulfills key financial functions needed to support the Harvard Library Held in Common (HL) and Harvard College Library. Major areas of responsibility: processing payroll, accounts payable of Library Collections materials include the auditing and approval of invoices processed through the Aleph/Alma system and the update and maintenance of the Aleph/Alma vendor file for the user community. He/she will research and resolve payment issues and acts as a liaison to Central Accounts Payable.

Reporting to the Financial Administration and Operations Manager, the Financial Associate (FA) will be a member of the finance team responsible for auditing, reconciling and reporting of Library Collections purchases as well as manage biweekly payroll for Harvard College Library. The FA will use a range of financial accounting and administration systems which include: HCOM, PCard, OBI, AP, Aleph/Alma and other Harvard University Systems


  • Data entry for PeopleSoft and ASPERIN/Aurora actions and processes costing changes.

  • Processes all aspects of the exempt, support staff bi-weekly payroll for the Harvard College Library (HCL)

  • Runs reports weekly, reviews data, audits and resolves problems to insure accurate payrolls and to ensure that salary costing aligns with annual personnel budget.

  • Acts as primary point of contact for payroll policies and procedures for HCL.

Aleph/Alma Collections Payment Processing:

  • Audits and approves vendor payments for collection materials using the Aleph/ALMA fund accounting system. Reviews coding for accuracy and completeness. Maintains batch files and reviews batch release report to ensure payment batches are sent to Central AP and processed for payments.

  • Identifies invoice processing problems and consults with appropriate staff to determine the appropriate action and works to resolve problems.

  • Acts as an Aleph/Alma liaison for the HL Financial office.

  • Communicates closely with ITS regarding Aleph invoice error correction and problem resolution. Serves as lead for problem-solving.

  • Provides ongoing customer service to three major constituencies: HL/HCL staff, central administration and HL/HCL vendor community.

  • In collaboration with ITS and other Library units, helps research payment problems; investigates and takes action on returned checks, duplicate payments, vendor refunds and other transactions requiring special handling and acts as liaison with Central Accounts Payable on issues pertaining to Aleph procurement.

  • Processes vendor file maintenance requests and changes for the Aleph user community

  • Reviews Pcard purchases for compliance and verifies that purchases are coded correctly in accordance with HL policy and that the corresponding adjustments have been made in Aleph. Corrects all inaccurate coding on Aleph adjustments and, if necessary, completes correcting journal(s) in the university general ledger. Helps provide guidance to users in university and department specific policies and procedures.
  • Serves as a source of information on established university and HL financial policies and procedures for library staff, vendors and patrons.
  • Runs a combination of general ledger reports to identify and investigate transaction errors. Processes necessary correcting journals to insure transactions are posted to the correct budget in the general ledger
  • Work with Finance Team on implementation of Alma, testing functionality and recommending workflow and audit procedures. Serve as a resource to ITS and other library departments on Alma invoice processing.
  • Performs Escheatable research, quarterly reconciliation and other duties as assigned.

Audit/Correct General Ledger

  • Reviews GL reports to identify and investigate transaction errors

  • Make necessary adjusting and correcting journals to ensure transactions posted correctly in the GL

  • Assists manager on special projects such as tracking and payment processing of electronic resources, analyzing and compiling data for budget reports, payroll clean-up projects and accrual tracking.


  • Audits collection related purchases made with the Harvard MasterCard (Pcard) Verifies that purchases are coded correctly in accordance with HL policy and that the corresponding adjustments have been made in Aleph. Corrects all inaccurate coding on Aleph adjustments and, if necessary, completes correcting journal(s) in the university general ledger.

  • Helps provide guidance to users in university and department specific policies and procedures.

  • Informs HL Pcard Administrator of non-compliance by cardholders and works with Administrator in implementing support card suspension process.

  • Prepares and processes wire transactions; reconciles transactions to Aleph and reconciles any discrepancies.

Diversity Statement

At the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University's mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.

We encourage individuals with diverse backgrounds, experiences and abilities to apply to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world's most consequential problems, requires that we not only reflect, but also champion our diverse society.

A global leader, the Harvard Library is a pre-eminent research library that acquires, disseminates, and preserves knowledge. Harvard's Library holdings range from traditional print collections to rapidly expanding inventories of digital resources. It is the work of the Harvard Library to provide the University's faculty, students, and researchers—now and in the future—with comprehensive access over time to all of these materials.

Learn more about our contributions to the academic enterprise by visiting us at and about the Harvard University community at

The Harvard Library is a proud member of the ACRL Diversity Alliance.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation or any other characteristic protected by law.Basic Qualifications
  • High school diploma required.
  • Minimum of three years of related accounting, financial or business experience required.
  • Knowledge of basic accounting practices, cash handling and reconciliation skills, strong problem-solving skills and the ability to prioritize projects necessary.
  • Experience in utilizing systems and working with spreadsheets.

Additional Qualifications
  • Associates degree, B.A. or certificate in accounting/business strongly preferred

  • Proficiency in using spreadsheet, database and word processing software required.

  • Knowledge of the following university-specific applications helpful: Aleph, Alma, OBI, General Ledger, Oracle and Pcard Settlements system.

  • Must possess strong ability to work independently or as part of a group.

  • Must be able to effectively multi-task and prioritized in order to juggle multiple commitments, competing deadlines and shifting priorities. Successful candidate needs excellent verbal and written communication skills, including the ability to effectively communicate by phone and e-mail.

  • Good sense of discretion and ability to appropriately handle confidential information.

  • Demonstrated detail orientation and consistent follow-through with a proven ability and judgment to take initiative.


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